Office Manager

1 week ago

Downers Grove, United States Trossen Robotics Full time

Position: Office Manager & Bookkeeper

Employment Type: Full-Time, On-Site

Location: Downers Grove, IL

Pay: Determined by Experience 



Job Description


We are looking for a competent Office Manager to oversee the administrative and clerical functions of our office efficiently and effectively. The responsibilities of this role include: handling incoming phone calls and communications, managing files, entering data, monitoring and managing customer accounts, processing quotes, invoices and payments, responding to customer inquiries by phone and email and performing various office tasks as assigned.



Office Manager Responsibilities Include:


Bookkeeping and Financial Management

  • Maintain accurate and up-to-date records in the accounting system(Quickbooks).
  • Process quotes, invoices, and payments.
  • Manage accounts receivable and accounts payable, including data entry, customer service, collections, and record keeping.
  • Prepare financial reports and statements.
  • Assist in budgeting and forecasting activities. 
  • Reconcile bank statements and financial discrepancies. 
  • Ensure compliance with financial policies and regulations


Administrative and Clerical Support

  • Handle incoming phone calls and communications, routing callers to the appropriate party. 
  • Perform electronic filing and paperwork management.
  • Respond to customer inquiries via phone and email. 
  • Take ownership of customer issues and follow problems through to resolution. 
  • Develop and maintain service procedures, policies, and best practices. 
  • Schedule and coordinate meetings, appointments and travel arrangements. 
  • Manage office supplies and inventory, ensuring availability and cost-efficiency. 


Office Management

  • Organize and maintain physical and electronics files and records. 
  • Maintain an orderly workflow according to priorities. 
  • Ensure polite and professional communication via phone, e-mail, and mail. 
  • Foster trusting relationships with suppliers, customers, and colleagues. 
  • Perform various office tasks as assigned. 
  • Oversee office maintenance and cleanliness. 
  • Coordinate office events and activities. 
  • Support human resources activities, such as onboarding, termination, payroll, etc. 
  • Monitor and manage office expenses. 



Required Skills & Qualifications


  • Proven experience as an office manager, office associate or another relevant administrative role.
  • Proven experience in bookkeeping and financial; management tasks. 
  • Proven experience in data entry and clerical tasks, preferably in a fast-paced environment
  • Full comprehension of office management systems and procedures
  • Exemplary planning and time management skills
  • Excellent written and verbal communication skills
  • Ability to work under pressure and on multiple assignments simultaneously
  • Ability to work with employees from all departments in the business
  • Proficiency in MS Office, data entry software, & Quickbooks
  • Experience with customer management systems
  • High School degree required; additional qualifications in office administration or bookkeeping are a plus


About Trossen Robotics:


Trossen Robotics is an industry leader in the field of research and educational robotics. We specialize in the design, development, and integration of manipulators and UGVs. We are proud to say that as a small company our robotic kits are in use by every major university and research institution in the USA along with fortune 100 tech companies in a variety of industries.


We are located in the Chicago suburbs in Downers Grove. Candidates will need to have transportation.


Trossen Robotics

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