Office Manager

JOB SUMMARY:

We are seeking a proactive and highly organized Office Manager to establish and oversee operations at our new location. In this pivotal role, you will ensure the smooth day-to-day running of the office, coordinate administrative activities, and create a welcoming and efficient work environment. The ideal candidate is a self-starter who excels at multitasking and thrives in a fast-paced, dynamic setting.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

· Serve visitors by politely greeting, welcoming, directing and announcing them appropriately.

· Politely and professionally answer, screen, and forward any incoming phone calls while providing basic information when needed.

· Manage office supplies, inventory, and equipment maintenance.

· Maintain continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.

· Receive and sort daily mail and deliveries immediately to the appropriate person. Provide notification to appropriate parties when packages and deliveries arrive.

· Maintain an office professional appearance.

· Maintain security by controlling access to the office.

· Handle correspondence, maintain filing systems, and assist with bookkeeping tasks, such as processing invoices or expense reports.

· Assist in pulling permits when needed.

· Update and maintain the quote log.

· Perform data collection and entry, job setup, and billing tasks in Sage accounting platform.

· Assist in preparing quotations and bids and distributing in a timely manner.

· Build and maintain strong customer relationships to ensure long-term business growth.

· Oversee accounts receivable for your division and call on past due invoices.

· Work closely with our in-house parts group to source parts internally when able and provide recommendations and feedback to team members.

· Create, improve, or modify division specific workflow processes.

· Assist others in the office with tasks as needed.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Previous experience in office management or administrative roles (preferred).

· Experience with inventory management systems and practices (preferred).

· Proficient with Microsoft Office Suite.

· Strong communication skills, both written and verbal.

· Ability to be resourceful and proactive in dealing with issues that may arise.

· Ability to organize, multitask, prioritize and work under pressure and timelines.

· Strong focus on customer service.

· High school degree or equivalent.

WORK ENVIRONMENT:

· This is an in-person position, requiring regular attendance at the office or designated workplace.

· Regular use of phone, email, and CRM tools to communicate with customers.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person