Office Manager

*PLEASE MAKE SURE TO READ THE INSTRUCTIONS CAREFULLY.

J Bell Services is a woman-owned business specializing in holiday lighting, landscape lighting, and sprinkler repair services in Dallas, TX. With over 15 years of experience and 1,000+ five-star reviews, we are committed to delivering top-tier customer service, efficiency, and quality installations.

We are seeking a highly organized, proactive, and tech-savvy Office Manager to oversee daily office operations, support our team, and drive business efficiency. This role is critical in maintaining structure, improving processes, and ensuring seamless communication between our office staff, technicians, and customers


Qualifications & Skills
Experience: Minimum 3+ years in office management, customer service leadership, or business operations in a service-based industry.
Tech-Savvy: Comfortable using CRM software, scheduling tools, G-suite, and AI-based automation tools.
Leadership: Strong ability to manage and coach a team while holding them accountable for performance.
Problem-Solving: Resourceful and able to resolve issues quickly and efficiently.
Strong Communication: Excellent written and verbal skills in English (Spanish is a plus).
Organization & Multitasking: Ability to manage multiple tasks and prioritize workload effectively.
Analytical Mindset: Ability to track KPIs and suggest improvements based on data.

Key Responsibilities
1.Leadership Responsibilities:

Team Management & Support: Provide guidance and support to office staff, ensuring a collaborative and productive work environment. Foster a culture of accountability and continuous improvement.

Process Optimization: Identify and implement efficient office processes and workflows to enhance team performance and operational effectiveness.

Decision-Making & Problem-Solving: Take initiative in resolving office-related challenges, making informed decisions that align with company goals.

Communication & Coordination: Act as the primary liaison between departments, ensuring clear and effective communication across teams.

Training & Development: Support employee growth by assisting with onboarding, providing training resources, and encouraging professional development.

Performance Oversight: Monitor and evaluate team performance, offering feedback and solutions to improve efficiency and workplace satisfaction.

Company Culture & Morale: Promote a positive and inclusive workplace culture that encourages teamwork, innovation, and employee engagement.

2. Office Operations & Administration
Oversee and manage daily office functions, ensuring smooth operations.
Maintain organized digital and physical records, including contracts, invoices, and customer files.
Implement and update Standard Operating Procedures (SOPs) to enhance efficiency.
Monitor office supplies and equipment, ensuring everything is stocked and functional.
Ensure all administrative tasks are completed on time and accurately.

3. Customer Service & Client Retention
Supervise the customer service team, ensuring all client inquiries, appointments, and issues are handled professionally.
Monitor client satisfaction and implement improvements to enhance customer experience.
Develop and execute client retention strategies, including follow-ups and service reminders.
Handle customer escalations and ensure timely resolutions.

4. Scheduling & Logistics
Manage technician schedules, ensuring efficient routing for service calls.
Optimize scheduling to reduce downtime and maximize daily service capacity.
Oversee job progress, ensuring timely completion and proper documentation.

5. Sales & Revenue Growth Support
Work closely with the CSRs team to track and report on lead conversions and appointment scheduling
Implement sales support strategies, including upselling and cross-selling services.
Track monthly revenue goals and work with the team to ensure targets are met

6. Employee Performance & Coaching
Monitor office staff and technicians’ performance, ensuring adherence to company policies.
Conduct regular quality control checks on phone calls and customer interactions.
Provide coaching and training to improve phone performance.
Assist in recruiting, onboarding, and training new employees as needed

7. Technology, Automations & AI Integration
Work with the team to integrate AI and automation tools into daily operations.
Optimize Upgrade to see actual info and other project management tools for efficiency.
Identify and implement AI-driven solutions for customer service, scheduling, and marketing

8. Reporting & Metrics Tracking
Prepare weekly and monthly reports on office performance, including:
Conversion rates
Client retention rates
Efficiency in scheduling and routing
Revenue tracking
Analyze data to identify areas of improvement and develop action plans

Compensation
Salary Base + Performance Bonus ( Bi-Weekly Compensation )
$65,000 PH ( 90-Day Probation Period )
$70,000 PH ( After probation )

Performance Bonus
Eligible after 120 days ( Will discuss this during our second interview.)
$14,000 PH monthly bonus based of KPIs

*PLEASE MAKE SURE TO READ THE INSTRUCTIONS CAREFULLY.

To Apply:

Watch this video introduction from our CEO: rb.gy/dgwvgv.
Send us your resume along with a short video introducing yourself. In your video, please include:

Why you’re interested in this role.
Your relevant skills and experience.
Why you believe you're the right fit for our team.
Any experience you have in the areas we’re hiring for, including specific roles you’ve helped fill.
We look forward to meeting you!