Office Manager

2 weeks ago

Amityville, New York, United States Heavy Duty Systems Full time $30,000 - $60,000 per year

Office Manager – Marine Diesel Service Company

Location: Amityville, New York

Employment Type: Full-Time

Reports To: General Manager / Owner

About Us

Heavy Duty Systems is a marine diesel service company specializing in repair, maintenance, and parts support for a wide range of commercial and recreational vessels. We pride ourselves on technical expertise, reliability, and exceptional customer service for clients across the marine industry.

Position Summary

The Office Manager plays a central role in coordinating daily operations, managing administrative functions, and supporting field technicians. This position involves overseeing parts and inventory management, job scheduling, estimating, billing, and customer communications. The ideal candidate is highly organized, strong computer literacy, detail-oriented, and comfortable working in a fast-paced, technical environment.

Key Responsibilities

  • Manage and track parts orders, inventory, and warranty claims
  • Prepare job estimates, invoices, and billing documentation
  • Coordinate job scheduling and dispatch field technicians
  • Monitor job progress and ensure accurate job costing and documentation
  • Maintain and update customer and vendor records
  • Handle incoming calls and customer inquiries professionally and efficiently
  • Assist with purchasing, shipping/receiving, and vendor coordination
  • Support management with reporting, tracking, and general office administration

Qualifications

  • 3+ years of experience in office management, service coordination, or administrative support, preferably in a technical or marine-related industry
  • Strong organizational, communication, and multitasking skills
  • Proficiency in Microsoft Office and/or service management software (QuickBooks)
  • Basic understanding of invoicing, estimating, and warranty processes
  • Familiarity with any trade and or marine diesel parts or equipment a plus

Personal Attributes

  • Self-motivated and able to work independently
  • Excellent attention to detail and follow-through
  • Professional phone and email communication
  • Team-oriented, with a strong customer service mindset

Compensation & Benefits

  • Competitive salary commensurate with experience
  • Monday–Friday schedule with occasional flexibility as needed

Job Type: Full-time

Pay: $ $30.06 per hour

Expected hours: 40 per week

Benefits:

  • Paid time off

Education:

  • High school or equivalent (Required)

Experience:

  • Office management: 1 year (Required)

Work Location: In person

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