Job Title: Office Manager

Job Description

The Field Office Manager ensures accurate vehicle relocation services and manages all field office operations. This role follows company standards and guidelines to deliver an exceptional customer experience. Successful managers motivate others, coordinate multiple concurrent orders, delegate with clear expectations, and negotiate with vendors and Independent Contractors (IC). This position operates during core business hours on-site at the field office.

Responsibilities

• Coordinate the execution of customer orders with accuracy and attention to detail.
• Manage on-site vehicle storage/lot, if applicable.
• Coordinate customer vehicle pickup, move, and delivery needs with IC vehicle relocation drivers.
• Oversee accurate and timely completion of additional services including vehicle detailing, titling/registration, and vehicle placement into storage.
• Communicate timely by email, telephone, and CRM with staff, ICs, and pickup and delivery contacts.
• Update CRM activities and notes promptly, maintain accurate data, and upload photos and scanned documents.
• Ensure compliance with company policies and procedures, as well as adherence to applicable DOT regulations and Federal, State, and Local laws.
• Take responsibility for all actions within the Field Office.
• Ensure profit margins are achieved through efficient execution and effective negotiations.
• Submit office expense reports weekly and approve independent contractor invoices and supporting documentation.
• Manage office expenses such as office supplies and IC advertising.
• Review quarterly profit and loss statements with the Director of Outside Operations and make recommendations for improvements.
• Help recruit IC drivers through personal networks and advertising.
• Interview potential ICs and manage active IC vehicle relocation drivers to ensure legal compliance.
• Regulate IC compliance with the Independent Contractor Reference Guide.
• Resolve IC driver issues or concerns and advise ICs on the use of the company mobile app.
• Work closely with the Internal Operations team to manage vehicle relocations and customer activity.
• Assist in improving field operation efficiencies.
• Maintain good written and verbal communications to ensure clarity of status.
• Adhere to labor laws associated with managing internal staff versus ICs.
• Keep management informed by escalating issues as appropriate.
• Proactively address potential issues that might affect the customer experience.

Essential Skills

• Comfortable working in a fast-paced office environment while multi-tasking and being detail-oriented.
• Able to manage stress for yourself and others.
• Possess basic math skills to include addition, subtraction, multiplication, division, and understanding percentages.
• Understand how to read and assess a P&L statement.
• Able to work hours before and/or after normal business hours (8 AM - 5 PM) as needed, including during peak workloads and some weekends.
• Basic computer proficiency required to manage customer orders through the company website.
• Experience using Microsoft Office suite (Excel, Word, Outlook), assorted photo upload programs, scanning programs, Adobe Acrobat Reader, travel searches, Internet search engines, mapping software, and Microsoft CRM experience preferred.
• Strong communication skills (written and verbal), data entry, spreadsheets, call center, logistics, and scheduling coordination.

Additional Skills & Qualifications

• Advanced Microsoft Office and CRM skills.
• Comfortable working in a fast-paced office environment while multi-tasking and being detail-oriented.
• Able to manage several concurrent projects with high attention to detail and accuracy.
• Enjoy being part of a cooperative and considerate team