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The office manager position is responsible for overall front office activities, including the reception area, mail, purchasing requests, directing and coordinating office services and related activities for the facility. Assisting Branch manager with the day to day needs of the branch. The Commercial Services Coordinator (“CSC”) will have two primary functions: 1) Commercial Services Coordination and 2) Commercial and Storage Billing. The CSC manages booked commercial orders from the point of sale and acts as the liaison between First Class and the client throughout the duration of the project. They perform a variety of activities to ensure invoices and documents are accurate, discrepancies are resolved and are submitted promptly and according to company policy.

Top applicants will be skilled verbal and written communicators with excellent presentation, customer service, time management, and computer skills with experience providing support to a busy office environment.

Our team members are passionate about growth, innovation and collaboration. We are constantly striving to improve and better ourselves so that we can better support our clients. If you have growth mindset and you thrive under pressure, you are probably a great fit for our team!

Responsibilities

  • • Manages the reception area, break room and other common areas and ensures effective telephone and mail communications both internally and externally to maintain professional image.
  • • Coordinates overall administrative activities for the office.
  • • Supervises the maintenance of office equipment, including copier, fax machine, etc.
  • • Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.)
  • • Manages all vendors related to office administration such as copier services, HVAC, vending machines, janitorial, package couriers, etc.
  • • Serve as point of contact for Human Resources Department at Orlando, Florida branch for timekeeping, new hire, termination paperwork and other HR functions
  • • Coordinate the purchase order and operational A/P administration
  • • Review and prepare shipment paperwork
  • • Facilitate information flow and orchestrate services working directly with sales, project managers, operations, crew members, and clients to effectively plan and implement services
  • • Receive, review, enter, and confirm project details, and service requests
  • • Ensure invoicing criteria are met for each client including account information, credit approval, verifying deposit and payment status, obtaining client specific purchase orders, approvals, and documents required to invoice
  • • Manage data, spreadsheets, service agreements, and other documents as needed relating to commercial projects
  • • Document all details and communications relating to each project including (but not limited to) final scope, timelines, pricing, requests, changes, and client feedback
  • • Generate crew/drivers paperwork for commercial
  • • Track timelines and document progress relative to established benchmarks
  • • Understand the breakdown of charges and enter revenue for each project after processing supporting documents
  • • Invoice projects within the established timeframe and collect payments as needed
  • • Thoroughly communicate with all parties throughout relocation services to develop/confirm service requirements and client expectations

Desired Skills

  • Bi-lingual a must
  • Multi-tasking

Qualifications

  • • Quickly and accurately process detailed data (can receive a high volume of data and pull out needed information without sacrificing the details)
  • • Great at Multi-tasking (Required)
  • • Bi-lingual a must.
  • • Able to prioritize tasks by urgency
  • • Capable of applying general/basic instructions to find solutions to similar situations
  • • Handles stress with a positive attitude
  • • Shows initiative/is able to suggest improvements on new or existing processes
  • • Willing to perform duties as needed/asked
  • • Willing to ask for assistance and provide assistance when needed
  • • Strong in professional communication
  • • Able to work independently to complete tasks without heavy supervision
  • • Strong organization skills (task management and follow through)
  • • Embraces change and has the ability to adapt

Benefits

  • Medical, Dental, Vision, 401K, Life insurance and profit sharing

Hours

40+

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