Position Overview
Deckplate Diesel is seeking an experienced, senior-level Office Manager to independently manage the company’s administrative, financial, payroll, customer account, and daily office operations. This is not an entry-level position.
The Office Manager will be the company’s sole office employee. The person selected must be comfortable taking full ownership of office responsibilities without additional office staff or the ability to delegate tasks. This is a hands-on position requiring someone who can organize their own workload, meet recurring deadlines, solve routine problems, and keep management informed of important concerns.
The ideal candidate will be dependable, self-directed, organized, professional, and comfortable balancing detailed administrative work with the practical needs of a busy diesel repair shop. Responsibilities range from payroll, accounting, and collections to cleaning the office, stocking supplies, picking up and returning parts, and occasionally transporting customers.
Schedule
This is a full-time, in-person position.
- Summer hours: 7:00 AM to 5:00 PM
- Winter hours: 8:00 AM to 4:30 PM
- Exact seasonal workdays will be discussed during the interview.
- Occasional flexibility may be needed for payroll deadlines, month-end responsibilities, or business needs.
Compensation
Starting pay: $25/hr
Final compensation will be based on education, relevant experience, qualifications, and demonstrated ability. Wages may be reviewed and adjusted based on performance and growth within the position.
Primary Responsibilities:
Payroll and Employee Administration
- Accurately process biweekly payroll by the required deadline.
- Review employee time records and supporting payroll information.
- Identify missing or potentially incorrect payroll information.
- Maintain organized payroll records and employee documentation.
- Protect confidential employee and payroll information.
- Assist management with benefits, employment records, and administrative paperwork as assigned.
Accounting and Financial Administration
- Manage routine accounts payable and accounts receivable.
- Prepare, review, and send customer invoices.
- Enter invoice numbers, parts information, and supporting documents into Fullbay.
- Review vendor invoices for accuracy before processing.
- Process routine vendor payments according to established due dates.
- Track company expenses, bills, payments, and outstanding balances.
- Record checks, card payments, electronic payments, and in-person customer payments.
- Prepare and complete bank deposits as needed.
- Reconcile transactions between QuickBooks, Fullbay, DOKKA, and company bank accounts.
- Research discrepancies and make corrections or notify management.
- Complete month-end reconciliations.
- Prepare financial information and reports requested by management.
- Maintain accurate and confidential financial records.
Accounts Receivable and Collections
- Regularly review customer accounts for overdue invoices.
- Send professional payment reminders, statements, and final notices.
- Follow up with customers regarding outstanding balances.
- Document collection attempts, promised payment dates, and payment arrangements.
- Request payment confirmation, including check or transaction confirmation numbers.
- Help enforce company payment terms, credit limits, and collection procedures.
- Notify management of significantly overdue accounts, disputed invoices, broken payment arrangements, or credit concerns.
- Remain professional while communicating firmly about overdue balances.
Invoice and Document Management
- Review, scan, upload, enter, organize, and file vendor invoices.
- Match invoices with purchases, parts orders, returns, credits, and repair orders.
- Collect invoices and receipts from designated shop or toolbox areas.
- Track missing invoices, receipts, and supporting documents.
- Monitor parts returns and vendor credits to ensure the company receives the proper credit or refund.
- Maintain organized digital and physical filing systems.
- Ensure important documents are complete, securely stored, and easy to locate.
Customer and Vendor Communication
- Serve as the primary administrative contact for customers, vendors, employees, and management.
- Answer incoming telephone calls and return messages promptly.
- Review and respond to emails professionally.
- Direct technical, repair, scheduling, or management questions to the appropriate person.
- Assist customers with basic questions regarding invoices, payments, appointments, and company procedures.
- Communicate urgent requests and important concerns to management or shop personnel.
- Communicate with vendors regarding invoices, orders, deliveries, warranties, returns, and account credits.
- Follow up on duplicate invoices, pricing discrepancies, missing credits, delayed orders, or other vendor concerns.
- Maintain professional relationships while protecting confidential business information.
Office Cleaning, Organization, and Supplies
The Senior Office Manager is responsible for keeping the entire office area clean, stocked, organized, and professional.
Responsibilities include:
- Clean and maintain the front entrance, reception area, offices, break areas, shared spaces, and restrooms.
- Complete routine cleaning or ensure approved cleaning services are completed.
- Remove trash, wipe down surfaces, organize shared areas, and address cleaning needs as they arise.
- Keep customer-facing areas clean, welcoming, and free of clutter.
- Monitor and restock office, restroom, beverage, and cleaning supplies.
- Order supplies before they run out.
- Stock and rotate bottled water, beverages, and customer or employee refreshments.
- Organize deliveries, forms, mail, office materials, and shared supplies.
- Open, sort, and distribute incoming mail.
- Prepare outgoing mail and business correspondence.
- Notify management of building, equipment, safety, or maintenance concerns.
- Take ownership of the overall appearance and organization of the office.
Parts Pickup, Returns, and Local Errands
This position requires occasional local driving on behalf of Deckplate Diesel.
- Pick up parts, supplies, documents, and other business items from local vendors.
- Return unused, incorrect, defective, core, or warranty-related parts.
- Verify that picked-up parts and supplies match the order.
- Obtain and retain receipts, return paperwork, warranty documents, and credit confirmations.
- Confirm vendor credits and refunds are properly applied.
- Deliver bank deposits, checks, mail, documents, or other company items.
- Complete approved office and shop supply runs.
- Keep management and shop personnel informed of unavailable parts, delays, or return problems.
- Follow company purchasing, documentation, and vehicle-use procedures.
Customer Transportation
- Transport customers locally when approved by management and needed for shop operations.
- Provide customers with safe, respectful, and professional transportation.
- Follow traffic laws and company vehicle-use requirements.
- Protect customer privacy and maintain professional boundaries.
- Report transportation concerns or delays to management.
- Help maintain the cleanliness of company vehicles used for customer transportation.
Marketing and Process Improvement
- Assist with approved social media content, newsletters, promotions, company announcements, and customer communications.
- Support seasonal campaigns, customer appreciation efforts, and company events.
- Maintain professional and consistent company messaging.
- Identify office processes that could be more accurate or efficient.
- Create and update procedures, checklists, forms, schedules, and filing systems.
- Recommend practical improvements that reduce errors or delays.
- Maintain consistent procedures across QuickBooks, Fullbay, DOKKA, banking records, and internal files.
- Assist with the implementation of new software and office procedures.
Recurring Responsibilities Daily
- Review and respond to emails, calls, and messages.
- Address urgent customer, vendor, employee, and management requests.
- Check bank activity and reconcile accounting systems.
- Enter, review, scan, and file invoices.
- Record payments and prepare deposits.
- Monitor upcoming vendor bills.
- Coordinate purchases, parts pickups, returns, and credits.
- Review overdue invoices and complete collection follow-up.
- Clean and organize the office and customer-facing areas.
- Restock office, restroom, beverage, and cleaning supplies.
- Complete local errands or customer transportation when needed.
- Track incomplete tasks and communicate unresolved matters to management.
Weekly
- Review past-due accounts and send invoice reminders.
- Follow up on payment commitments.
- Order and restock supplies.
- Organize receipts, invoices, and financial documents.
- Follow up on vendor returns, core charges, refunds, and credits.
- Complete scheduled office and restroom cleaning.
- Update management regarding unresolved administrative or financial matters.
Biweekly
- Process payroll on the assigned Tuesday.
- Verify employee time and payroll documentation.
- Resolve or report missing payroll information.
- Review upcoming bills.
- Properly file payroll and payment records.
Monthly
- Reconcile Fullbay, QuickBooks, DOKKA, and bank records.
- Process scheduled vendor payments.
- Review unpaid customer invoices and collection activity.
- Confirm vendor credits and refunds have been recorded.
- Organize financial records for accounting and management review.
- Prepare requested reports and address outstanding discrepancies.
Required Education and Experience
Applicants must meet at least one of the following requirements:
- A bachelor’s degree in business administration, accounting, finance, human resources, management, or a closely related field; or
- At least four years of relevant professional experience in office management, business administration, accounting, bookkeeping, payroll, or a comparable senior-level administrative role.
Applicants must also have:
- Experience with payroll, accounts payable, accounts receivable, invoicing, or financial reconciliation.
- Experience independently managing daily office responsibilities.
- Strong judgment, problem-solving, organization, and time-management skills.
- Strong written and verbal communication skills.
- High attention to detail and a commitment to accuracy.
- Ability to manage competing priorities and recurring deadlines.
- Ability to work independently without constant supervision or additional office support.
- Experience handling confidential employee, customer, vendor, and financial information.
- Proficiency with email, spreadsheets, document management, and general office software.
- Ability to learn and work within multiple software systems.
Preferred Qualifications
- Five or more years of progressive office management, accounting, or business administration experience.
- Experience using QuickBooks.
- Experience using Fullbay or another automotive repair management system.
- Experience completing month-end reconciliations.
- Experience with customer collections, credit accounts, and vendor relationships.
- Experience in the diesel, automotive, transportation, construction, or repair industry.
- Experience working as the sole office or administrative employee for a small business.
- Experience developing procedures, forms, and process improvements.
Driving Requirements
Applicants must:
- Possess a valid driver’s license.
- Maintain an acceptable driving record.
- Be eligible to operate company vehicles under the company’s insurance requirements.
- Be comfortable transporting customers and traveling to local vendors.
- Follow all traffic laws and company vehicle-use policies.
Employment may be contingent upon verification of the applicant’s driving record.
Physical and Work Requirements
This position is located within an active diesel repair facility. The employee may be exposed to normal shop noise, vehicles, equipment, dust, odors, and changing temperatures.
The employee must be able to:
- Sit or stand for extended periods.
- Regularly use computers, phones, scanners, printers, and office equipment.
- Bend, reach, walk, and move throughout the office and shop.
- Perform routine office and restroom cleaning.
- Safely lift and transport parts, packages, and supplies weighing approximately 40 pounds.
- Enter and exit company vehicles safely.
- Drive locally for parts, supplies, deposits, errands, and customer transportation.
Independence and Accountability
Because this employee will be the sole office person, success requires strong independence, initiative, and accountability.
Management will provide policies, direction, and support. However, the Office Manager is expected to recognize what needs attention, maintain recurring schedules, complete routine responsibilities without reminders, and communicate promptly when management approval or assistance is required.
This position has no direct reports and does not supervise employees.
About Deckplate Diesel
Deckplate Diesel is a veteran-owned and operated diesel repair company serving Fargo and the surrounding area. We provide complete, efficient, and effective repairs and routine maintenance with direct communication, attention to detail, and confidence.
Our team values transparency, safety, accountability, continuing education, and clear communication. We are looking for an experienced professional who will take pride in supporting our customers, employees, vendors, and daily business operations.
How to Apply
Please submit a current resume detailing your relevant education and experience, along with a brief cover letter.
Qualified applicants will be contacted to schedule an interview.
Deckplate Diesel is an equal opportunity employer. Employment decisions are based on qualifications, experience, demonstrated abilities, performance, and the needs of the business.
Pay: $25.00 - $35.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
Experience:
- Office management: 4 years (Required)
Work Location: In person
