Benefits:

401(k)
Bonus based on performance
Company parties
Competitive salary
Dental insurance
Employee discounts
Free uniforms
Opportunity for advancement
Training & development

About the Position

We are seeking an organized, dependable Office Manager to oversee daily office operations and keep our business running efficiently. This person will coordinate administrative work, communicate with customers and vendors, maintain accurate records, and support the owner and team.

The ideal candidate takes initiative, follows through on commitments, and handles competing priorities with professionalism. We’re looking for someone who can identify what needs attention, resolve routine issues independently, and keep leadership informed.

Key Responsibilities

Office Operations

Oversee daily office activities and maintain an organized, professional workplace.
Develop and maintain office procedures, checklists, and administrative systems.
Manage office supplies, equipment, service providers, and maintenance requests.
Coordinate calendars, meetings, appointments, and internal deadlines.
Identify opportunities to improve efficiency and reduce unnecessary expenses.

Customer and Vendor Communication

Answer and direct incoming calls, emails, and other inquiries promptly.
Serve as a reliable point of contact for customers, vendors, and business partners.
Follow up on requests, outstanding information, and service issues.
Maintain accurate customer and vendor records.
Communicate professionally and escalate concerns when appropriate.

Billing and Financial Administration

Prepare and send invoices based on approved information.
Track outstanding invoices and follow up on payments.
Organize vendor bills, receipts, expense records, and supporting documents.
Enter and maintain accurate information in QuickBooks or the company’s accounting system.
Coordinate with the owner, bookkeeper, or accountant to resolve discrepancies.
Gather and submit approved time records and payroll information.

Administrative and Team Support

Prepare correspondence, reports, spreadsheets, and other business documents.
Maintain organized electronic and paper filing systems.
Track action items and follow up to help the team meet deadlines.
Coordinate administrative aspects of employee onboarding and offboarding.
Maintain employee documentation securely and handle confidential information with discretion.
Coordinate administrative workloads and provide guidance to office support staff, where applicable.

Reporting and Accountability

Provide regular updates on office priorities, outstanding invoices, vendor issues, and upcoming deadlines.
Maintain simple tracking reports for recurring administrative tasks.
Bring problems to leadership with clear information and proposed solutions.
Ensure purchasing and financial activities follow company approval procedures.

Required Qualifications

At least three years of relevant experience in office administration, office management, or a similar role.
Experience coordinating daily office operations and managing multiple priorities.
Strong written and verbal communication skills.
Excellent organization, attention to detail, and follow-through.
Proficiency with Microsoft Office or Google Workspace, including spreadsheets.
Experience with invoicing, expense tracking, and basic financial recordkeeping.
Ability to work independently and exercise sound judgment.
Professionalism when handling customer concerns and confidential information.

Preferred Qualifications

Previous experience as an Office Manager or Senior Office Administrator.
Working knowledge of QuickBooks.
Experience supporting a small business or working directly with an owner.
Experience improving office procedures and implementing administrative systems.
Experience coordinating vendors and guiding administrative staff.

What Success Looks Like

During the first 90 days, the Office Manager will:

Learn the company’s systems, workflows, customers, and key contacts.
Take ownership of recurring office tasks and administrative deadlines.
Maintain accurate, accessible records and reliable follow-up systems.
Keep invoicing and payment follow-ups current.
Establish a consistent schedule for updating leadership.
Recommend practical improvements to office organization and efficiency.

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