Assistant Office Manager

2 weeks ago

Ocoee, FL, United States Teak Isle Manufacturing Full time
Position Summary:

We are seeking a driven, detail-oriented Assistant Office Manager to join our team with a defined path toward taking over the full Office Manager role. This is a unique opportunity to work side-by-side with our current, long-tenured Office Manager to learn about the systems, processes, and relationships that keep our office and customer operations running smoothly. You will play a critical role in daily operations while gradually assuming expanded responsibilities to ensure continuity and future leadership.

Key Responsibilities:
  • Support and coordinate day-to-day activities of front office staff to ensure consistent, high-quality operations.
  • Serve as a point of contact for client communications; handle inquiries, returns, and service escalations professionally.
  • Oversee accounts payable and accounts receivable: supervise the bookkeeper; ensure timely, accurate billing, collections, vendor payments, and monthly reconciliation.
  • Manage outbound logistics operations: oversee staff responsible for scheduling freight and coordinating all customer shipments.
  • Work closely with the current Office Manager to learn and eventually assume core responsibilities, including:
    - Oversight of internal administrative processes
    - Customer account management
    - Office documentation and recordkeeping
    - Cross-departmental coordination with operations and production teams
  • Monitor active orders/projects to identify issues, risks, and opportunities early; align client expectations with internal capabilities.
  • Ensure processes are followed and quality standards are met to support efficiency and profitability.
  • Assist with onboarding, training, and day-to-day guidance of office staff as needed.
  • Maintain organized office records and support compliance requirements.
  • Develop a deep understanding of our ERP (Epicor) and related workflows; recommend and support continuous process improvements.
Qualifications:
  • 5+ years in office administration, customer service leadership, or operations coordination (manufacturing environment preferred).
  • Strong proficiency in Microsoft Office with excellent Excel skills (lookups, pivot tables, data cleanup).
  • ERP experience preferred; Epicor familiarity is a plus.
  • Excellent verbal and written communication skills; able to build strong relationships internally and externally.
  • Highly organized and detail-oriented; able to prioritize, multitask, and meet deadlines in a fast-paced environment.
  • Demonstrated initiative and ability to work with minimal supervision.
  • High integrity and discretion handling sensitive financial information (AP/AR).
Core Competencies:
  • Ownership & Follow-Through - takes responsibility and drives tasks to completion.
  • Communication & Service Orientation - sets clear expectations and resolves issues with tact and urgency.
  • Planning & Organization - prioritizes effectively and allocates resources wisely.
  • Delegation & Teamwork - empowers others, provides direction, and checks for understanding.
  • Ethics & Integrity - acts consistently with company values and maintains confidentiality.

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