Office ManagerPosition Summary
The Office Manager is responsible for overseeing the day-to-day administrative operations of the company while ensuring efficient communication between clients, vendors, accounting, project management, production, and installation teams. This role serves as the operational hub of the office, ensuring business processes run smoothly, deadlines are met, and customer service remains exceptional.
The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced custom manufacturing environment.
Essential Responsibilities Office Administration
- Manage daily office operations and administrative functions.
- Maintain office supplies, equipment, and vendor relationships.
- Answer phones and respond to customer inquiries professionally.
- Coordinate incoming and outgoing mail and deliveries.
- Maintain organized digital and physical filing systems.
- Ensure company records are accurate and current.
Customer Service
- Serve as the first point of contact for clients.
- Answer client calls as needed
- Coordinate communication between customers, designers, project managers, and installers.
- Assist in responding to customer questions regarding schedules, payments, and project updates.
- Assist in resolving customer concerns promptly and professionally.
Accounting Support
- Prepare customer invoices and progress billing.
- Receive and process customer payments.
- Monitor accounts receivable and assist with collections.
- Process vendor invoices and prepare accounts payable.
- Reconcile purchase orders with vendor invoices.
- Assist with monthly financial reporting.
- Maintain accurate job costing information.
- Coordinate with the company's Controller as needed.
Project Coordination
- Support project managers with scheduling and documentation.
- Track project milestones and deadlines.
- Ensure project files remain complete and organized.
- Assist with warranty documentation and service requests.
Purchasing & Vendor Management
- Assist with material ordering when needed.
- Maintain vendor contact information.
- Verify purchase orders and deliveries.
- Track backorders and supplier issues.
Scheduling
- Maintain office calendars.
- Assist in coordination installation schedules.
- Coordinate production and installation calendars with project managers.
- Schedule service calls and warranty work.
Technology & Systems
- Maintain company databases and CRM software.
- Assist with QuickBooks and other business software.
- Generate reports as requested by management.
- Maintain document templates and forms.
- Support implementation of new office systems and processes.
QualificationsEducation
- Associate's degree preferred.
- Equivalent work experience considered.
Experience
- 3–5 years of office management experience.
- Experience in construction, cabinetry, manufacturing, or remodeling preferred.
- Experience with accounting and bookkeeping.
- Experience coordinating multiple projects simultaneously.
Required Skills
- Exceptional organizational skills
- Strong attention to detail
- Excellent written and verbal communication
- Professional customer service skills
- Ability to prioritize multiple deadlines
- Strong problem-solving ability
- High level of confidentiality
- Positive, team-oriented attitude
- Self-motivated and dependable
Preferred proficiency with:
- Microsoft Office (Excel, Word, Outlook)
- QuickBooks Desktop
- Adobe Acrobat
- CRM software
- Scheduling software
- Electronic document management systems
Physical Requirements
- Ability to sit for extended periods.
- Ability to occasionally lift up to 25 pounds.
- Ability to walk through warehouse and production areas.
- Ability to operate standard office equipment.
Performance Expectations
Success in this role will be measured by:
- Timely processing of invoices and payments
- Customer satisfaction
- Timely completion of administrative tasks
- Organization of project documentation
- Communication between departments
- Reduction of administrative errors
- Support of company profitability through efficient office operations
Reporting Structure
Reports To: Owner / Production Manager / Controller
Works Closely With:
- Designers
- Project Managers
- Production Manager
- Foreman
- Installers
- Accounting
- Vendors
- Customers
*Compensation commensurate with experience
Pay: $24.00 - $28.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
