Office Manager in Dallas, Texas at Lebco Industries, LP

PURPOSE OF POSITION:

The Office Manager is responsible for the administration, day-to-day maintenance, and completion of store administrative tasks.

Reports to: Customer Service

Regular Duties and Responsibilities:

1. Daily Functions:

• Answer incoming calls and work toward a one-call resolution.
• Balance the previous day’s business, verifying accuracy.
• Verify that Purchase Orders have the correct quantity, style, cover, and options.
• Finalize delivered sales, credit memos, and in-store transfers (IST).
• Transfer inventory between stores, as needed.
• Process repair requests.
• Track all deliveries and communicate issues to the Store Manager.
• Verify that all deliveries are paid in full before delivery.
• Provide courteous customer service to customers calling the store per established guidelines.

2. Weekly Functions:

• Verify acknowledged orders and notify the Store Manager of discrepancies in quantity, color, style, cover, or options.
• Notify Sales Associates of order problems or delays.
• Run Sales Order Report daily, review open orders, and finalize completed documents.
• Review Special Orders weekly to verify that retail prices match current Lebco pricing.
• Run the Sales Order Report sorting special-order codes (SPC).

Essential Knowledge, Skills, and Experience:

• Maintain a positive attitude and work well in a team environment.
• Minimum 1 year of administrative experience.
• Minimum 6 months of customer service experience.
• Basic math and accounting skills.
• Computer literacy.
• Good planning and organizational skills.
• Excellent communication skills, including oral, written, electronic, and interpersonal.
• Ability to maintain confidential and sensitive information

Able to work well with peers and in cooperation with other staff and departments.

• Able to manage multiple tasks without direct supervision and in an efficient and professional manner.
• Communicate with others clearly and effectively.

Shop Responsibilities

• Take service calls.
• Decide and communicate the type of service - in-home or in-shop service.
• Enter service orders in the system.
• Look up the cost of parts and/or schematics.
• Place orders for parts.
• E-mail pictures to La-Z-Boy Corporate and communicate their decision to the customer.
• Schedule pick-ups or delivery of repaired units.
• Maintain communication with the Customer Service Department.

The In-Store Office Managers are expected to have the following abilities on the GERS computer system:

• Enter a sales order
• Enter a credit memo
• Enter a miscellaneous debit or miscellaneous credit
• Enter a repair/service order
• Finalize sales, credit memos, and inter-store transfers
• Void sales documents
• Schedule a sale/credit memo for delivery or pick-up
• Create an IST
• Enter comments in SOM or on ISTs
• Look up available inventory
• Process customer payments
• Process credit card refunds
• Create purchase orders
• Run purchase order reports
• Run Daily Cash Report
• Run Sales Order Report
• A/R Transaction Maintenance