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Office Manager

Colorado Springs
CO
Country/Region:  US
Description: 

Basalite Building Products, LLC is one of the largest manufacturers of concrete masonry products in the Western United States. Product lines include structural block, interlocking paving stones, engineered wall systems, retaining walls, ornamental and garden products, and a full range of sack goods. We are a proud member of the Pacific Coast Building Products Family of Companies.

 

POSITION SUMMARY: Under the supervision of the General Manager, this position supports the Customer Service, Dispatch, Yard Personnel functions and personnel in all areas of the office and yard. In this position the Office Manager will provide daily inside sales and shipping information to the plant manager, while also interfacing with other regional plants to collaborate on fulling customer orders and product movement needs; and is responsible for demonstrating and promoting the Core Values of Integrity, Safety, Respect, Customer Focus, Quality, Innovation and Financial Success. Performs other related duties as assigned.

SUPERVISION RECEIVED: General

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Supervise Customer Service, Dispatch and Delivery Drivers Personnel
  • Answers phones in a courteous and friendly manner and refers calls to appropriate party.
  • Process and manages sales orders and change orders received from customers, inside sales coordinator and sales representatives, set-up sales order, terms, payer and pre-lien data in SAP for initial order; delegating as needed to team.
  • Manages team for processing invoices, returns for credit, credit and debit memos following the guidelines outlines in Basalite Policy documents.
  • Managing and processing EDI workflow orders; delegating as needed to team.
  • Changes delivery notes to reflect loading changes and inventory shortages
  • Assist in managing location pricing structure with sales teams in SAP, prepare and enter yearly pricing increases.
  • Process Daily cash reconciliation for location and resolve issues timely when occurred.
  • Provide marketing support for samples, catalogs and information requests by Sales Reps and Inside Sales Coordinator.
  • Responsible for assisting in maintenance and inventory of marketing materials.• Work with Sales Teams to coordinate customer requests and to help provide superior customer service.
  • Develops a working knowledge of all products and recommended installation requirements as well as established procedures.
  • Assist in the setup and maintenance of both indoor and outdoor product displays.
  • Answer any questions with regards to product, orders, invoicing and pricing.
  • Weekly and monthly reporting responsibilities for retention per company policies; Responsible for site SharePoint retention and completion of reporting for audit requirements.
  • Participates in physical semi-annual inventory counts. Two weekends required per calendar year.
  • Works with all sales staff; Outside Sales, Inside Sales and Inside Sales Coordinator.
  • Processes receiving for resale and expenses as requested by Management and Internal Sales Coordinator and follows through on full circle to Customer Invoicing finalization.
  • Backup for Dispatch, Customer Service, Internal Sales Coordinator personnel; and additional duties as assigned by Management.
  • Promotes TEAM environment by coaching, mentoring and leading direct personnel and other personnel staff.
  • Work with Human Resources to recruit, interview, select, hire and employ using EC-Recruiting module.
  • Conduct performance reviews for direct reports and advise on year-end performance reviews for all personnel via SuccessFactors (HRIS).
  • Responsible for monitoring and approving employee actions in EC (HRIS) in a timely manner.
  • Responsible for running time data audit report of recorded time and errors and track attendance via payroll system (NOVAtime).
  • Keep work area clean and organized.
  • Regular attendance is required.
  • Attends safety meetings and abides by all safety rules set forth by company and governmental regulatory agencies; ensures that hazardous conditions are reported and corrected.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • High School diploma or equivalent required, college level courses a plus.
  • Five years Office Management experience, Administrative/Customer Service Experience, experience in the concrete block, sack industry or manufacturing industry a plus.
  • On-the-job training experience is required to be able to perform all duties.
  • SAP experience preferred, but not required.
  • Strong aptitude for organizing personal tasks and repetitive duties in a dynamic environment.
  • Must have strong communication, teamwork, decision-making and interpersonal skills.
  • Demonstrate commitment to consistently delivering the highest quality customer service.
  • Requires strong accounting, clerical and basic computer knowledge skills.
  • Working knowledge of the operations of a 10-key adding machine, copier, facsimile machine and any other office equipment required to perform duties.
  • Valid Driver’s license (required for bank deposit runs, sales show attendance, regional meetings etc. 25% travel)
  • Regular attendance is required.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Frequently required to use hands to finger, handle or feel; Reach with hands and arms; Talk and listen; Stand, walk, and sit.
  • Frequently drive a personal vehicle to deliver bank deposits to local bank and other required travel.
  • Occasionally required to bend at the waist; Lift and/or move up to 30 pounds.
  • Up to 25% travel time required.
  • Regular attendance is required.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

  • Office environment with moderate noise.
  • Plant environment with loud noise, moving machinery, dusty, dirty.
  • Outdoor weather conditions.
  • Extreme temperatures.
  • Wear mandatory and/or other appropriate personal protective equipment (PPE)

This is a regular, full-time position with competitive compensation and full benefits including medical/dental insurance, disability benefits, life insurance, 401(k), profit sharing retirement plan, and wellness programs. We are an equal opportunity employer and promote a drug free workplace


Nearest Major Market: Colorado Springs