Office Manager

Description

Office Manager
Location: Fremont, CA
Job Type: Full-Time

About GenServe

GenServe is one of the nation’s largest independent providers of commercial and industrial generator maintenance, repair, and emergency services. With one of the industry’s largest teams of certified technicians and a rapidly growing national footprint, we deliver reliable backup power solutions to critical facilities across the U.S.

We are seeking a highly organized, proactive, and customer-focused Office Manager to support the daily administrative and operational functions of our Fremont, CA branch.

Position Summary

The Office Manager plays a critical role in ensuring the smooth day-to-day operations of the branch by overseeing administrative workflows, supporting service coordination, managing customer communication, and partnering closely with field and operational teams.

This position serves as a central hub for branch operations, helping keep processes organized, customers informed, and internal teams aligned. In our branch structure, the Office Manager will oversee key operational functions including contract administration, quote writing, parts research, inventory coordination, customer issue resolution, and office administration.

The ideal candidate thrives in a fast-paced service environment, enjoys wearing multiple hats, and is highly organized, detail-oriented, and solutions-driven.

Key Responsibilities

Office Operations & Administration

• Oversee daily office operations to ensure an efficient and organized work environment
• Support branch leadership with scheduling, reporting, administrative coordination, and follow-up
• Coordinate office communications and maintain organized customer, vendor, and employee records
• Manage office supplies, vendors, and facility-related needs
• Assist with onboarding paperwork, office procedures, and administrative processes
• Serve as a key administrative resource for office and field teams
• Track branch administrative and operational performance metrics as needed

Service Coordination & Branch Operations

• Maintain preventive maintenance schedules and customer service records
• Support service scheduling coordination and customer service updates
• Partner closely with the Field Service Manager (FSM), Dispatcher, and Billing/Collections teams to ensure smooth branch operations
• Process new customer setup documentation and contract renewals
• Oversee system input of new contracts and renewals (until centralized)
• Support monthly service workflows by opening and tracking work orders
• Ensure accurate job documentation and administrative follow-through

Quote Writing & Customer Account Support

• Prepare and manage customer quotes for service, repairs, and maintenance
• Follow up on quotes to support customer approvals and timely execution
• Convert approved quotes into work orders and ensure accurate documentation
• Assist in managing a portfolio of customer accounts and ongoing service needs
• Coordinate communication between office staff, technicians, and customers to ensure a high level of responsiveness

Parts Research & Inventory Coordination

• Oversee parts and warehouse inventory for the branch
• Research and identify parts needed for service work and customer requirements
• Coordinate ordering and inventory tracking to support field operations
• Partner with technicians and vendors to ensure timely parts availability

Customer Service & Escalation Management

• Respond professionally to customer inquiries, service requests, and account needs
• Assist in resolving customer concerns and service-related issues
• Escalate complex customer matters appropriately while maintaining strong customer relationships
• Deliver a high level of professionalism and customer satisfaction

Systems & Process Management

• Utilize systems such as Salesforce, QuickBooks, or similar platforms to manage workflows, invoicing, and customer information
• Ensure accuracy in data entry, work order tracking, customer documentation, and billing support
• Identify opportunities to improve office workflows and administrative efficiency

Financial & Administrative Support

• Support invoicing, billing administration, and customer payment follow-up as needed
• Assist with documentation, reporting, and administrative tracking
• Exposure to AP/AR processes is helpful but not required

• 3–7+ years of experience in office management, branch administration, service coordination, or a similar operational role
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent communication and customer service skills
• Experience supporting service, field, or operations-based environments preferred
• Experience with CRM systems (Salesforce preferred) and/or QuickBooks is a plus
• Proficiency in Microsoft Office (Outlook, Excel, Word)
• Detail-oriented with strong follow-through and problem-solving ability
• Ability to work collaboratively across office and field teams

We’re looking for someone who:

• Takes ownership and keeps things moving without constant direction
• Thrives in a fast-paced, service-oriented environment
• Can juggle multiple priorities while staying organized and customer-focused
• Communicates effectively across teams and with customers
• Brings a positive, team-oriented attitude and helps keep the branch running smoothly
• Serves as a steady, reliable operational presence for the Fremont office

At GenServe, you’ll join a growing, service-focused organization where your contributions directly impact branch success, customer experience, and team performance. This role offers the opportunity to be at the center of branch operations while working closely with leadership, field teams, and customers.