Office Manager Administrative Assistant

American Emergency Products

San Diego, CA, USA

Published: 6/14/2022

Full Time

Job Description

Are you a go-getter with a positive attitude? If so, we are seeking a friendly, communicative, experienced, and highly organized Office Manager to support our business operations.

American Emergency Products is the preeminent emergency vehicle upfitter in the Western United States with locations in Arizona, California, New Mexico and Texas. AEP specializes in the custom outfitting of patrol, undercover, battalion command, fire, utility, and construction vehicles. We are focused on production of quality, reliable, and consistent vehicles in a team-centric environment.

The Office Manager provides administrative support to management and sales team members by performing data entry, invoicing, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, arranging travel and scheduling meetings. This person must be able to balance a variety of tasks and projects while maintaining a high-level of quality.

Essential Abilities:

Provide outstanding customer service to callers and walk-in guests in a warm and professional manner.
Operate multi line telephone system.
Run credit cards for both walk-in and any satellite facilities as needed.
Enter vendor invoices.
Maintain all accounts payable and accounts receivable files.
Perform other related duties as assigned or requested.
Research and match payments from our customers.
Process all AR invoices for facility.
Payment applications.
Match credit memos to invoices.
Professionally representing our company in phone calls and written emails.
Open, sort and distribute the mail daily.
Compose memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software on behalf of the management team.
Perform general office duties such as typing, copying, scanning, filing, faxing, researching.
Check in and perform initial inspection of customer vehicles and note any damages, scratches or paint missing on vehicle tracking sheets.
Process vehicle tracking sheets, PDI sheets.
Obtain signature from customer on vehicle tracking sheet or invoice upon delivery of vehicles or products.
Perform data entry including inputting of technician daily logs, PDI sheets, etc.
Filing of AEP Vehicle Check-in Sheets.
Communicate and handle incoming and outgoing phone and electronic communications on behalf of the management team as requested.

Qualifications:

Three or more years of experience as Office Manager.
Basic understanding of Microsoft Office Suite.
Great customer service skills and good phone etiquette.
Self-motivated with efficient problem-solving skills.
Must be exceptionally well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Time management skills.
Excellent written and verbal communication skills, strong decision making ability and attention to detail are highly important.

Company DescriptionAmerican Emergency Products is the preeminent emergency vehicle upfitter in the Western United States with locations in Arizona, California, New Mexico and Texas. AEP specializes in the custom outfitting of patrol, undercover, battalion command, fire, utility, and construction vehicles. We are focused on production of quality, reliable, and consistent vehicles in a team-centric environment.