When your roofing business is just getting off the ground, hiring an office manager may seem like an expense your company can't afford. As the owner or general manager of your small business, you will only be able to manage office operations for a short amount of time. Sooner or later, you will need to turn your attention to managing the support staff, marketing your services, and casting a vision for the future of your roofing business.

Hiring an office manager is one of the most important choices you will make in maintaining an organized structure and an efficient office. As the owner, your office manager is your right hand, making sure everything behind the scenes is running smoothly and details such as paperwork, appointments, and phone calls are not missed during busy seasons.

Signs That You May Need to Hire an Office Manager

Recognizing the need for an office manager can be challenging, especially when you're immersed in the daily operations of your roofing business. Here are some signs that it might be time to consider hiring an office manager:

• Consistently Missing Lead Calls: If you're frequently missing incoming calls from potential clients because you're too busy out on a job, it’s a clear indication that you need someone dedicated to managing the phones.

• Clients Are Complaining: Increased client complaints about missed appointments, delayed responses, or administrative errors suggest that your current setup is not adequately managing customer service.

• Forgetting or Losing Track of Leads: If you’re having difficulty keeping track of your roofing leads and follow-ups, resulting in lost business opportunities, it’s a sign that you need someone to manage these crucial details.

• Declining Work-Life Balance: If your work-life balance is suffering because you’re constantly buried in administrative tasks, it’s time to delegate these responsibilities to an office manager.

What Does an Office Manager Do?

Office managers are responsible for all of the behind-the-scenes tasks that keep your roofing business running smoothly. Depending on the structure of your office, their responsibilities could include:

Answering phones

During business hours, your office manager should always be available to answer incoming calls. They will be responsible for answering basic roofing questions, taking messages, scheduling initial inspections, and transferring calls to the appropriate person.

Managing paperwork

An office manager can assist in the seamless operation of your business by maintaining client files, communicating with insurance companies, and double-checking that all paperwork and documentation is completed.

Customer follow-up

Making sure your customers are happy is essential to maintaining your reputation and understanding where you can improve as a business. Your office manager should be responsible for following up with the client, asking for reviews, and using a provided checklist to ensure every aspect of the job is covered.

Best Ways to Hire an Office Manager

Hiring the right office manager requires a well-planned approach. Here are some tips to guide you through the process:

1. Create a Detailed Job Post: Clearly outline the responsibilities, qualifications, and skills required for the position. Highlight what makes your roofing business unique and why someone would want to work there. Be specific about the tasks they will handle, such as answering phones, managing paperwork, and customer follow-up.
2. Use Sponsored Posts: To reach a larger audience, consider using sponsored posts on job boards like Indeed, LinkedIn, and even Facebook. Sponsored posts can increase visibility and attract more qualified candidates.
3. Application Process: Simplify the application process by using an online application form. Ask for a resume and a cover letter where candidates can explain why they are interested in the position and how their skills align with the job requirements.
4. Screening Candidates: Review applications and shortlist candidates who meet your criteria. Conduct initial phone interviews to gauge their communication skills and enthusiasm for the role.
5. Interview Process: Schedule in-person or virtual interviews with the shortlisted candidates. Prepare a list of questions that cover their experience, skills, and how they handle various scenarios related to the office manager's duties. Assess their fit with your company culture and their ability to work independently.
6. Reference Checks: Before making a final decision, check references to verify the candidate's past performance and reliability. Speak with previous employers to get insights into their work ethic and suitability for the role.
7. Offer Letter: Once you have selected the ideal candidate, extend a formal offer letter detailing the terms of employment, including salary, benefits, and start date.

Essential Characteristics of an Office Manager

Since your office manager will primarily work alone and will be the only one responsible for completing certain tasks, it is important that you find a reliable and hardworking individual. Because of the nature of their job, there are certain characteristics that are essential to every office manager, including:

• Customer service skills: Your office manager will be responsible for answering the majority of the calls to your business. Excellent customer service skills are essential to this position since they will be responsible for making a great first impression on your customers.

• Detail-oriented: Your office manager will be responsible for maintaining an organized office and making sure the behind-the-scenes details of every job are taken care of. It is important that anyone you hire is a detail-oriented person.

• Reliable: Most small businesses cannot afford to hire an on-call or part-time office manager as support for their full-time office manager. It is essential that you hire someone who will show up for work and be on time for their shift every day.

Why You Should Consider Hiring an Office Manager Now

Even if your roofing business is small and in its early stages, hiring an office manager can be a game-changer. They can free up your time to focus on growing your business, ensuring that operational tasks do not fall through the cracks. An efficient and organized office not only improves customer satisfaction but also boosts employee morale, leading to a more productive work environment.

Investing in an office manager can seem daunting, but the benefits far outweigh the costs. They help in creating a professional atmosphere, improving communication within the team, and providing the support you need to focus on strategic business growth.

If you're finding it challenging to keep up with administrative tasks or noticing that operational details are slipping through the cracks, it may be time to hire an office manager. This crucial role can help you streamline operations, improve customer service, and set the stage for your business's success. For more tips on growing your roofing business or to schedule a free strategy session, contact us here.