The Administrative Office Manager at Caprock Rentals plays a dual role in supporting both the administrative functions of the office and driving sales growth through excellent customer service. This position requires strong organizational, financial, and communication skills, along with the ability to manage multiple tasks efficiently. Key responsibilities include:
Customer Engagement & Relations: Act as the primary point of contact for customer inquiries, both over the phone and in person, addressing questions, resolving issues, and providing excellent service to drive customer satisfaction.
Sales & Order Management: Process rental orders, prepare quotes, negotiate terms, and ensure equipment needs are met to secure rentals. Manage contracts and paperwork using rental management software to support the sales process.
Invoicing & Accounts Receivable: Process customer invoices and payments, track accounts receivable, and ensure timely follow-up on overdue accounts to maintain financial health.
Microsoft Office & QuickBooks Proficiency: Utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) for creating documents, managing data, and generating reports. Use QuickBooks to manage financial transactions, reconcile accounts, and record expenses.
Equipment Expertise: Provide customers with detailed information about rental equipment, ensuring they select the right tools for their needs, while keeping track of inventory and availability.
Inventory & Logistics Coordination: Work closely with operations to manage inventory, track equipment availability, and coordinate delivery schedules to meet customer needs.
Administrative Support: Perform general office management tasks, including scheduling, organizing documents, and managing communication to ensure smooth operations.
Basic Marketing Design & Customer Outreach: Assist with basic marketing tasks, such as creating promotional materials, updating the website, and managing social media content to promote rental services and sales opportunities.
Vendor Coordination & Compliance: Communicate with vendors, coordinate supply orders, and ensure company records are maintained in compliance with industry standards and regulations.
Data Entry & Reporting: Maintain accurate records of customer interactions, financial transactions, and equipment rentals, generating reports as needed.
Onboarding Assistance: Assist with the onboarding of new employees, preparing paperwork, and providing necessary training on office systems and software.
Customer Relationship Management: Build and maintain strong relationships with customers to foster repeat business and long-term partnerships, addressing issues proactively and ensuring customer satisfaction.