Job Description

Job Title: Office Manager & Business Development Coordinator

Job Type: Full-Time

Reports to: Chief Executive Officer (CEO) and (COO)

Department: Operations, Marketing, and Business Development

Summary:

The Office Manager & Business Development Coordinator plays a pivotal role in the smooth running of the business by combining administrative, human resources, safety management, marketing, and customer service duties with supporting business development efforts. This role ensures the operational efficiency of the office while also actively engaging in activities that promote customer acquisition and retention, including managing CRM systems, generating leads, and supporting marketing efforts.

Key Responsibilities:

1. Office Management & Administration:

General Office Oversight: Ensure the smooth day-to-day running of the office, including managing office supplies, scheduling meetings, and handling office communication.
Invoicing & Contracts: Prepare and issue invoices to clients, follow up on outstanding payments, and ensure that contracts are accurate, signed, and filed appropriately.
Document Management: Maintain and organize all relevant company documents, including contracts, compliance records, employee documentation, and project-related files.
Building company related documents to systemise processes.
Safety & Compliance: Ensure that all safety protocols are followed, including maintaining safety certifications, training records, and compliance with industry standards (e.g., OSHA regulations). Manage workplace safety programs and ensure all staff adhere to safety guidelines. All done through peninsula who facilitates the system.
Inventory systems
Job costing, digitising, recording receipts

2. Human Resources & Personnel Management:

Employee Onboarding & Offboarding: Coordinate the onboarding process for new hires, including conducting orientation sessions, processing HR paperwork, and ensuring new employees are integrated into their roles smoothly. All done through peninsula who facilitates the system.
Performance Reviews & Records: Maintain up-to-date employee records, schedule performance reviews, and ensure that all HR documentation is current and compliant with labor laws.
Employee Support: Act as the point of contact for employee queries related to HR policies, benefits, and general support.

3. Customer Service Coordination:

Customer Relationship Management (CRM): Manage the CRM system to ensure client information is accurate, leads are properly tracked, and customer follow-ups are conducted in a timely manner.
Client Communications: Act as the liaison between customers and internal teams (sales, installation, support). Provide clear and timely responses to customer inquiries via phone, email, and other communication channels.
Post-Installation Support: Follow up with clients after installation to ensure satisfaction, address any issues, and collect feedback.
Dispute Resolution: Handle and resolve customer complaints, coordinating with the appropriate internal teams to ensure swift and satisfactory resolutions.

Monitoring Company Calls:

Call Tracking & Documentation: Monitor all inbound and outbound company calls to ensure quality customer interactions and efficient communication. Document key call details, including customer inquiries, issues, and follow-up actions, using the CRM system.
Call Quality Assurance: Regularly review call recordings (if applicable) or summaries to evaluate the effectiveness of customer service, sales tactics, and overall communication. Provide feedback to team members for improvement.
Performance Metrics: Track and report key performance metrics related to calls, such as response times, call duration, customer satisfaction, and resolution rates, to identify trends and areas for improvement.
Follow-Up & Escalation: Ensure proper follow-up on customer calls, coordinating with relevant teams to address unresolved issues or escalate matters as necessary. Keep records of follow-up actions to maintain customer satisfaction and continuity.

4. Marketing Support & Lead Generation:

Marketing Campaigns: Assist in planning and executing marketing campaigns (email marketing, social media, website content). Help create content for marketing materials, blogs, and newsletters.
Lead Generation: Identify and qualify potential leads from various channels, including inbound inquiries, CRM data, online marketing efforts, and referrals.
Social Media & Website Management: Oversee the company’s social media presence, ensuring consistent posting and engagement on platforms such as Facebook, LinkedIn, and Instagram. Update website content, such as promotions, testimonials, or blog posts.
Customer Outreach: Work with the Sales and Business Development Manager to initiate outreach efforts, generate new leads, and track conversion rates through the CRM system.
Branding & Event Coordination: Assist in organizing and participating in trade shows, webinars, and community events to promote the company’s services.

5. Business Development & Sales Support:

CRM System Management & Development: Maintain the CRM database, ensuring all sales leads, contacts, and opportunities are up to date. Generate reports on sales activities and pipeline status for the Business Development team. Develop and repair the CRM to suit the company’s growth and needs.
Sales Support: Assist the Business Development Manager in preparing proposals, scheduling sales meetings, and following up on prospective client inquiries.
Lead Nurturing: Actively engage with prospective clients to maintain relationships, schedule follow-ups, and provide any requested information.
Contract & Proposal Preparation: Assist with the preparation of sales proposals, contracts, and agreements in collaboration with the sales team.

6. Inventory Management:

Inventory Monitoring: Oversee the inventory of solar equipment and supplies to ensure the company has sufficient stock to complete projects without delays and reports to the COO.
Building an Inventory System: Develop and maintain a tracking system for inventory to monitor usage, anticipate reorder needs, and prevent stock shortages or overstock.
Inventory Audits: Conduct regular audits of inventory to verify accuracy and update records in the inventory system.
Vendor Management: Coordinate with suppliers to order equipment, negotiate prices, and track deliveries to ensure project timelines are met.

Key Skills & Competencies:

Organizational Skills: Strong ability to multitask and manage various administrative, HR, and business development responsibilities simultaneously.
Communication: Excellent verbal and written communication skills to coordinate between departments and handle customer inquiries professionally.
Tech-Savvy: Proficiency with CRM software (e.g. Asana, Ontraport, Zapier, Slack, project management tools, and basic accounting software (e.g., QuickBooks). Solar design software Aurora. Microsoft office, Google workspace and cloud storage for remote work.
Problem-Solving: Able to address challenges efficiently, from resolving customer complaints to troubleshooting internal administrative issues.
Customer-Oriented: Focused on delivering exceptional customer service, with a proactive approach to follow-ups and dispute resolution.
Marketing Knowledge: Understanding of digital marketing, social media management, and lead generation strategies.
HR & Payroll Knowledge: Familiarity with HR practices, including payroll, timekeeping, employee onboarding, and labor law compliance.

Qualifications & Experience:

Education: Post secondary recommended but not necessary in business administration, human resources, marketing, or a related field (or equivalent experience).
Experience: 2-4 years of experience in an office management, HR, administrative, or marketing role, ideally in a small to medium-sized company.
Software: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with CRM systems, social media platforms, and accounting software.

Work Environment & Physical Requirements:

Work Environment: The role is a hybrid model primarily office based.
Physical Requirements: Must be able to work at a computer for extended periods, attend occasional offsite meetings, and, if necessary, travel to company events or customer sites.

Compensation & Benefits:

Competitive salary based on experience.
Health benefits package (if applicable).
Paid time off (PTO) and vacation days.
Opportunities for professional development and growth within the company.

How to Apply:

Interested candidates should send their resume and cover letter to Tyler@levelupsolar.cawith the subject line “Office Manager & Business Development Coordinator Application.”

Job Type: Full-time

Pay: $18.68-$34.58 per hour

Expected hours: 40 per week

Benefits: