Green Toys is seeking a new member for our team!
Green Toys is a California-based company that makes safe, earth-friendly playthings for kids, as part of the solution for a more sustainable world. By creating products made free of harm to children and the planet, we nurture young minds and bright futures.
We are currently looking for an amazing Office Manager to work onsite at our Northbrook office.
Role and Responsibilities
The Office Manager is a hands-on generalist who sits at the center of the business and helps keep daily operations running smoothly. This individual supports customer service and order entry, manages accounts receivable, assists the sales team with customer paperwork and follow-up, and helps prepare logistics and shipping documentation. The ideal candidate is highly organized, detail-oriented, and comfortable moving fluidly between priorities — no task is too big or too small, and this person will be involved in nearly every key aspect of the business.
Primary Responsibilities
Customer Service & Order Management
● Enter and process customer orders accurately and in a timely manner
● Serve as a primary point of contact for customer communication regarding order status, changes, and issues
● Confirm order details, pricing, and delivery timelines with customers
● Track open orders and proactively communicate delays or changes
● Maintain accurate, up-to-date customer records and order files
● Coordinate with internal teams (sales, warehouse, logistics) to ensure orders are fulfilled correctly
● Respond promptly and professionally to customer inquiries via phone and email
Accounts Receivable
● Manage daily inflows of accounts receivable, including portal-based billing and invoicing
● Generate and distribute invoices to customers and ensure timely, accurate billing
● Monitor account aging and follow up on past-due balances
● Determine reasons for overdue payment and document collection efforts
● Research, track, and resolve customer deductions and short-payments
● Self-identify, analyze, and resolve billing, payment, and pricing discrepancies
● Communicate with customers by phone or email to resolve inquiries and disputes
● Reconcile accounts and maintain organized, audit-ready AR records
● Collaborate with the team to strategize on collecting outstanding receivables
● Prepare regular AR status reports and escalate high-risk accounts to management
Sales Support
● Prepare and manage customer paperwork, including new account setup, credit applications, and contracts
● Maintain and update customer master data in the ERP/CRM system
● Follow up with customers on open issues to support the sales team and strengthen relationships
● Assist with preparing quotes, order confirmations, and sales-related correspondence
● Coordinate with sales to ensure smooth handoffs from quote to order to fulfillment
● Help prepare materials for customer meetings, trade shows, or sales reviews as needed
Logistics & Shipping Support
● Prepare and submit Advance Shipping Notices (ASNs) accurately and on schedule
● Prepare international shipping and export documentation (e.g., commercial invoices, packing lists, certificates of origin)
● Coordinate with freight carriers and customers to confirm shipping requirements and delivery windows
● Track shipments and proactively communicate delays or exceptions
● Maintain organized logistics and shipping records for compliance and reference
● Support coordination between customer orders and shipping/fulfillment teams
General Office & Business Support
● Assist with special projects and cross-functional initiatives as needed
● Help maintain organized office systems, files, and processes
● Identify opportunities to improve efficiency in order, billing, and logistics workflows
● Step in and provide support wherever needed across the business
Qualifications and Education Requirements
Candidate must have 2+ years of solid experience in an office environment. Must have excellent data management and systems skills, including intermediate to advanced Excel, and experience working in an ERP or similar system (NetSuite a plus). Must be highly detail-oriented, organized, and able to adhere to deadlines. Strong interpersonal and communication skills required. Experience with customer billing portals and/or international shipping documentation is a plus.
Pay: $80,000.00 - $85,000.00 per year
Benefits:
Work Location: In person
