Executive Office Manager

Company:

Hydro Flow Filtration Systems

We are a California-based and Italian family-owned fast-growing branch of Atlas Filtri. We operate in the water filtration manufacturing industry, sending carbon-based products nationwide and abroad to filter drinking water for millions of people worldwide.

Job Summary

We seek a detail-oriented Sales Operations and Finance Coordinator to support our sales operations and financial administration. This role plays a critical part in ensuring smooth day-to-day operations, assisting clients, and maintaining financial accuracy. The ideal candidate will be proactive, customer-focused, and capable of handling multiple responsibilities across sales support and finance.

Responsibilities

Sales & Customer Service

• Serve as primary point of contact for customer inquiries, providing timely and professional assistance.
• Guide new clients through the onboarding process, ensuring all required documents are completed accurately.
• Assist in preparing quotes, contracts, and proposals for new and existing clients.
• Handle incoming calls and emails, addressing routine questions or concerns and escalating complex issues to the Director of Sales Operations.
• Partner with the Director of Sales Operations to process new orders and manage the needs of existing clients, ensuring seamless order fulfillment and customer satisfaction.
• Maintain customer records and account updates, ensuring all interactions are documented properly.

Admin & Finance

• Manage accounts payable and receivable, ensuring invoices are processed accurately and payments are collected on time.
• Oversee vendor payments, tracking due dates and coordinating timely disbursements.
• Assist with month-end financial closing, reconciling accounts, and preparing financial reports in collaboration with the finance team.
• Work closely with both department directors to ensure financial accuracy and compliance with company policies.
• Track and follow up on outstanding payments from clients, ensuring proper documentation and resolution of discrepancies.

Qualifications

• 5 years of experience in a sales support, customer service, or finance-related role.
• Strong organizational skills with the ability to prioritize and multitask effectively.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with financial software is a plus.
• Excellent communication skills, both written and verbal, with a professional and customer-focused approach.
• Ability to work independently and as part of a team in a fast-paced environment.
• In-person 5 days a week preferred, remote work can be discussed.