Office Manager

Office Manager

Company: Chancey & Reynolds


Location: Knoxville, Tennessee


Reports To: General Manager

Position Summary

The Office Manager serves as the administrative and operational leader of the branch, overseeing office operations, payroll administration, accounting support, human resources coordination, customer service administration, fleet administration, and reporting functions. This position plays a critical role in supporting the financial health, operational efficiency, and overall success of the business.

The Office Manager acts as a key business partner to the General Manager and department leaders by ensuring accurate financial processing, timely payroll administration, effective employee onboarding, customer satisfaction, and compliance with company policies and procedures.

Essential Duties and Responsibilities

Financial Administration

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• Manage accounts payable and accounts receivable processes.
  
• Process vendor invoices and ensure timely payment of obligations.
  
• Review monthly vendor statements and resolve invoice discrepancies.
  
• Post customer payments and reconcile deposits.
  
• Process customer financing applications and supporting documentation.
  
• Maintain customer credit balances and assist with account reconciliations.
  
• Assist with month-end financial review and preparation of supporting documentation.
  
• Support journal entry preparation and account analysis.
  
• Complete vendor credit applications and maintain vendor records.
  
• Coordinate collections activities and monitor outstanding receivables.
  
• Generate and distribute customer invoices and monthly statements.
  

Human Resources, Payroll & Employee Administration

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• Support the Human Resources department with local administrative and employee-related activities.
  
• Coordinate new hire onboarding and pre-employment screenings, including background checks and motor vehicle record reviews.
  
• Coordinate employee equipment needs, including phones, tablets, computers, and uniforms.
  
• Review and maintain employee timecards, payroll records, piece-rate logs, and commission tracking to ensure accuracy.
  
• Calculate commissions and obtain required approvals for payroll processing.
  
• Ensure labor costs are accurately assigned to jobs for job costing purposes.
  
• Submit payroll information and supporting documentation to Corporate Payroll in a timely and accurate manner.
  
• Maintain safety training records and support company safety programs.
  
• Serve as a local point of contact for employees and managers, escalating HR matters to the Human Resources Director as appropriate.
  
• Assist with workers' compensation claims, vehicle accident reporting, and related documentation in partnership with Human Resources.
  
• Maintain safety training records and support company safety programs and reporting requirements.
  
• Ensure administrative compliance with company policies and procedures.
  

Customer Service & Administrative Operations

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• Supervise and support Customer Service Representatives (CSRs).
  
• Monitor customer service performance metrics and reporting.
  
• Assist with escalated customer concerns and service issues.
  
• Maintain company knowledge base resources and administrative procedures.
  
• Support scheduling, operational communication, and workflow administration.
  

Service, Installation & Warranty Administration

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• Process service and installation invoices through company systems.
  
• Manage warranty claim submissions and tracking.
  
• Coordinate with manufacturers regarding warranty reimbursements and credits.
  
• Monitor quality assurance items requiring follow-up.
  
• Support job costing reviews and project profitability analysis.
  
• Assist with change order administration and billing.
  
• Coordinate customer and builder invoicing for construction projects.
  
• Ensure accurate documentation and billing within company software platforms.
  

Reporting & Business Analytics

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• Prepare weekly operational and performance reports for management.
  
• Generate monthly financial and profitability reports.
  
• Track and report departmental performance metrics.
  
• Assist leadership with budgeting, forecasting, and operational analysis.
  
• Monitor margins and profitability across departments and projects.
  
• Prepare reports requested by management and corporate leadership.
  

Fleet & Asset Administration

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• Maintain vehicle registration records and renewals.
  
• Coordinate annual distribution of insurance cards.
  
• Manage fleet fuel card administration.
  
• Maintain fleet records and compliance documentation.
  
• Assist with tracking company assets and equipment.
  

Qualifications

Education & Experience

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• Associate's degree in Business Administration, Accounting, Human Resources, or related field preferred.
  
• Minimum 5 years of administrative, accounting, office management, or operations support experience.
  
• Experience in HVAC, plumbing, construction, home services, or trade industries strongly preferred.
  
• Experience with payroll administration and financial reporting preferred.
  
• Supervisory experience preferred.
  

Knowledge, Skills & Abilities

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• Strong understanding of payroll, accounting, and administrative processes.
  
• Ability to manage multiple priorities in a fast-paced environment.
  
• Strong organizational and time management skills.
  
• Excellent communication and interpersonal abilities.
  
• High attention to detail and accuracy.
  
• Ability to maintain confidentiality and professionalism.
  
• Strong problem-solving and decision-making skills.
  
• Proficiency in Microsoft Office Suite, including Excel.
  

Preferred Systems Experience

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• ServiceTitan
  
• Sage Accounting Software
  
• ADP Workforce Now
  
• Microsoft Excel
  
• Microsoft Office Suite
  

Physical Requirements

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• Ability to sit, stand, and work at a computer for extended periods.
  
• Ability to occasionally lift up to 25 pounds.
  
• Ability to move throughout office and warehouse environments as needed.
  

Success Measures

The Office Manager will be evaluated on:

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• Payroll accuracy and timeliness
  
• Accounts receivable collections performance
  
• Accounts payable accuracy and vendor management
  
• Employee onboarding and HR administration effectiveness
  
• Financial reporting accuracy
  
• Customer service performance and team support
  
• Compliance and safety administration
  
• Overall operational support of the branch