Office Manager

Employment Type: This is an in-office position, Monday - Friday from 9:00 AM to 4:00 PM

Job Overview: I am seeking a highly organized and detail-oriented Office Manager to support our growing operations. This role is crucial to ensuring our day-to-day business runs smoothly, from managing installer schedules to maintaining accurate financial records and providing excellent customer service. The ideal candidate is professional, proactive, reliable, and confident handling multiple responsibilities in a fast-paced environment. It is critical that our next Office Manager dresses professional for work (no jeans) and uses discretion with the sensitive information they will have access to on a daily basis.

Key Responsibilities:

Accounting & Billing:

• Enter and manage customer invoices in QuickBooks
• Process customer payments including running credit cards and recording checks accurately
• Follow up with customers to request payment as needed
• Prepare and input weekly commission reports for installers

Scheduling & Operations:

• Assign installers to job sites and coordinate return visits for go backs or additional work
• Supporting project flow from sales to install
• Maintain and update job and appointment schedules using Google Calendar
• Communicate with installers to ensure daily schedules are clear and complete
• Assist with inventory management, cycle counts, re-ordering of closet accessories, bulk ordered material, speciality items
• Managing office supplies, general organization and keeping the showroom space clean and presentable

Administrative & Customer Support:

• Answer and manage incoming phone calls with professionalism and friendliness
• Return missed calls as soon as possible
• Follow up on outstanding balances and show empathy for dissatisfied customers
• Perform clerical duties such as filing, data entry, and maintaining organized records.
• Schedule in-home design appointments
• Provide support to the design and installation teams as needed
• Willingness to learn CAD programming to better assist as a "liaison" between customers and designers to facilitate simple design changes

Qualifications:

• Proven experience in office administration or management
• Proficiency with QuickBooks, Google Workspace, and general office software
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Ability to multitask and prioritize in a busy environment
• Positive attitude is a must as our culture is very important
• Problem-solving mindset and willing to accept feedback
• Experience in the manufacturing, construction, or home improvement industry
• Familiarity with project management or CRM software
• Prior experience coordinating design or sales team appointments
• A high school diploma or GED equivalent is required. A college degree is preferred.
• 2 professional references are required

Duties:

• Manage office operations, including coordinating office activities.
• Handle calendar management for executives, scheduling meetings, and ensuring timely communication.
• Serve as a personal assistant by providing support to management with various tasks as needed.
• Maintain front desk operations, greeting visitors, answering phone calls, and managing inquiries with professionalism.
• Assist the installation team with preparing their commission reports weekly.
• Proofread documents for accuracy and clarity before distribution.
• Perform clerical duties such as filing, data entry, and maintaining organized records.
• Implement time management strategies to enhance productivity within the team.
• Ensure that office supplies are stocked and equipment is maintained.
• Operate a company Sprinter van to pick up materials or deliver items to job sites
• Drive your own vehicle to run errands for the General Manager and Owners

Skills:

• Strong proficiency in office management practices and procedures.
• Excellent calendar management skills with the ability to prioritize tasks effectively.
• Proficient in computerized systems for document management and communication.
• Ability to type efficiently with attention to detail.
• Experience as a personal assistant or in a similar administrative role is preferred.
• Front desk experience with exceptional phone etiquette is essential.
• Strong proofreading skills to ensure high-quality documentation.
• Effective time management skills to meet deadlines and manage multiple tasks simultaneously.

What We Offer:

• A collaborative work environment where your contributions are valued
• Opportunity to work with a tight-knit, high-performing team
• A role that combines administrative, logistical, and operational responsibilities

Job Types: Full-time, Temp-to-hire

Pay: $ $22.00 per hour

Work Location: In person