Office Manager

Position Summary

The Office Manager ensures the smooth and efficient operation of IvyWoodCraft's office by managing administrative tasks, coordinating office activities, and supporting staff across all departments. This role involves handling communication, scheduling, record-keeping, and financial transactions while maintaining a professional and welcoming office environment.

Key Responsibilities

Office Administration

• Oversee daily office operations, including phone, email, and correspondence management.
• Maintain detailed documentation and organized filing systems for client records, project documents, and company data through e-mail, Trello, file manager, and QuickBooks platforms.
• Manage office supplies, equipment, and vendor relationships to ensure smooth operations.

Client Communication

• Serve as the primary point of contact for clients, collecting project details, and assessing client communications promptly.
• Attend all design meetings with clients, recording detailed minutes and redlines from the meeting, review updated drawings, and revise estimates as needed.
• Create a final sign-off document to include updated estimates, drawings, a lookbook with approved finish samples, and pre-lien notification using Adobe Acrobat PRO

Scheduling and Coordination

• Coordinate schedules for meetings, appointments, and project milestones for leadership and staff.
• Assist in planning company events, training sessions, and team-building activities.
• Ensure timely communication between departments, clients, and vendors.

Estimating

· Utilizing digital blueprints create takeoffs for cabinet dimensions and details.

· Enter job information and project details into estimates using QuickBooks.

· Collaborate with CEO and Operations Manager to ensure the bid meets budget expectations.

Financial and HR Support

• Responsible for bookkeeping tasks including account payables and account receivables.

· Complete accurate audit of employee timesheets daily and process payroll bi-weekly for all employees with ADP Payroll System.

· Complete on-boarding of new hires including all required forms, documentation, benefit packages, and review of the company handbook.

Showroom Representation

· Provide excellent customer service while answering phones and assisting walk-in customers and representing the company’s core values.

· Maintain a clean and organized showroom space that appeals to customers.

· Review samples regularly for availability.

Qualifications

• Proven experience in office management, administrative support, or a similar role.
• Excellent communication and interpersonal skills to work effectively with clients, team members, and vendors.
• Strong organizational and problem-solving skills with the ability to manage multiple projects simultaneously.
• Familiarity with software systems such as QuickBooks, Trello, MS Office, Adobe Acrobat, and file manager.

Preferred Skills

• Basic knowledge of bookkeeping and accounting practices.
• Familiarity with the cabinetry, construction, or manufacturing industry is a plus.
• Experience in HR support, including hiring and onboarding.

IvyWoodCraft, Inc. is committed to delivering exceptional craftsmanship and service to our clients. As Office Manager, you will play a vital role in creating an organized, efficient, and supportive environment that allows our team to excel. Join a team that values craftsmanship, innovation, and teamwork.

Job Type: Full-time

Pay: $18.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Merrifield, MN 56465 (Required)

Ability to Relocate:

• Merrifield, MN 56465: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $24