Office & Shop Manager

The Office and Parts Manager plays a key role in ensuring the efficient operation of an office environment. This individual is responsible for overseeing administrative tasks, managing office and service supplies, coordinating office activities, and supporting staff to enhance productivity. Responsible for the ordering, storing, receiving, and distributing supplies, inventory accuracy, and slotting. Ensuring the office operations run smoothly, addresses any issues that may arise, and serves as the primary point of contact for internal and external stakeholders. They are essential in fostering a positive work environment and ensuring that all office functions are performed in an organized and timely manner.

Responsibilities

• Oversee daily office activities to ensure smooth operations.

• Ensure office supplies, equipment, and resources are stocked, organized, and functional.

• Maintain office cleanliness and a safe working environment.

• Provide administrative assistance to management and staff, including scheduling meetings, managing calendars, and handling correspondence.

• Maintain office records, reports, and documentation (e.g., employee records, office policies).

• Manage incoming calls, emails, and mail, directing inquiries as appropriate.

• Monitor and maintain office supplies and inventory, ensuring timely reordering of items to prevent shortages.

• Ensure the proper maintenance of office equipment (e.g., copiers, printers, computers) and coordinate repairs or replacements, as necessary.

• Negotiate with vendors and service providers to manage contracts, pricing, and office services.

• Act as the first point of contact for both internal and external visitors, offering assistance or directing inquiries to appropriate staff members.

• Maintain effective communication between management and external clients or vendors.

• Assist with the onboarding process for new employees, including orientation, paperwork, and office tours.

• Coordinate staff schedules, time-off requests, and attendance records.

• Maintain employee records in compliance with organizational policies and legal requirements.

• Monitor office budget and expenditures, ensuring that spending is within approved limits.

• Assist in the preparation and management of office-related financial reports.

• Oversee office billing and invoicing for any services used by the office.

• Implement and maintain office procedures and workflows to improve efficiency and productivity.

• Ensure the office complies with relevant legal, health, and safety regulations.

• Support the implementation of company policies and procedures.

• Address and resolve office-related issues and concerns, such as equipment malfunctions, staff needs, or facility concerns.

• Manage office crises or emergencies and ensure the office environment remains safe and functional.

• Ensure accurate accounting of inventory physically and systematically

• Physically count materials, equipment, merchandise, and supplies in stock

• Maintain the parts room in a clean and organized manner

• Tracking KPI’s related to inventory control

• Analyze vendors for warehouse supplies and inventory to ensure the company is receiving the most cost-effective pricing

Qualifications

• High School diploma or GED.

Preferred Education:

• An Associate's Degree in Business Administration, Office Management, Human Resources, or a related

field may be preferred.

Essential Experience:

• 1-3 years’ experience in administrative roles, such as administrative assistant, executive assistant, or

office management.

• Hands-on experience handling office systems, managing office supplies, scheduling, and supporting staff

is crucial for success in the role.

• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) is usually required.

• Experience with office equipment (e.g., printers, copiers, telecommunication systems) and

understanding office management systems is important.

• 1-2 years’ experience in an environment with a service and repair shop, history of efficiency, safety, and

execution

• 1-2 years’ experience with service parts, vendor management, and inventory management

• We are willing to train the right person.