Office Manager

PumpMan, a Harrington Company, is a leading provider of pump systems and on-site maintenance and repair services for customers in the commercial, industrial, and municipal market sectors. Founded in 1977, PumpMan has locations throughout the Unites States and is actively expanding its network to deliver services to a wider area and broader customer base. PumpMan joined the Harrington family of companies in 2023, and, in combining forces, created an industry leading single source provider for process solutions products, design, installation, maintenance, and repair. We are also committed to stocking products in branches and regional distribution centers, allowing us to deliver unmatched customer service by having a wide variety of products immediately available.

Our national footprint, dedication to service and highly trained, passionate team members have made Harrington and PumpMan prominent, highly respected names in our industry and enabled our success for more than 6 decades. We realize our greatest asset is our people and we are dedicated to offering opportunities for training, personal growth, and career advancement. If you are looking for an excellent company that offers not just a job, but a career path, then come join our winning team!

Responsibilities:

• Greeting customers & vendors coming into the office, directing them to the right person to speak with.
• Answer calls coming in to the "General Calls" line and directing them to the correct person.
• Create and maintain filing systems, both electronic and physical.
• Keep Timecards & other field forms printed and available to Field Staff.
• Invoicing: Invoice customers based on job cards, proposals, timecards & purchase orders. Review, comprehend & correct information from Field Staff for invoicing. Send out promotional material with invoices.
• Follow Up Calls: Follow up calls and/or emails to customers asking if they received the invoice and payment status. This will require obtaining correct contact information (especially for businesses) and making sure the correct contact info is in office management software. Maintain a Follow Up Log & communicate with Finance Manager and General Manager about status of payments or issues brought to your attention by customers.
• Purchase Order & Vendor Tag Processing: Processing tags that come in from vendors, matching them to purchase orders, correcting prices & information listed on purchase orders.
• Cash disbursements to vendors, via checks, ACH and Wire.
• Reconcile client payments and Completing Over the Counter sales when directed, as well as managing bank deposits as needed.
• File paid and unpaid invoices and statements. Organizes and matches returns paperwork.

• Pricing & Parts Updates in office management software.

• Assist personnel with any tasks conducted within the Accounting & Sales department as needed.
• Help schedule and coordinate staff and other meetings.
• Prepare communications, such as memos, emails, invoices, reports and other correspondence.
• Write and edit documents from letters to reports and instructional documents.
• Office supply stock and order as needed.
• Other small & large projects that utilize organizational skills.
• Checking & distributing mail.
• Other duties may be assigned as needed.

Required Skills/Abilities:

• Excellent team player with good interpersonal, customer service and sales skills.
• Must be able to adapt to new work environments and social situations.
• Ability to function and work well in a fast-paced and at times stressful environment.
• Receives customers with enthusiasm and tact.
• Ability to develop and build good relationships with customers, peers and management.
• Excellent verbal and written communication skills.
• Proficient organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• 3 years of experience in a Mechanical, Electrical, or Plumbing environment
• 4 years of experience with QuickBooks
• Problem assessment and problem-solving skills.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• High School Diploma or equivalent required.
• 1-3 years of clerical or administrative support experience essential.
• Has the ability to work independently & resourcefully within a variable environment.

• Is willing to ask when in need of direction, but willing to take the reins on projects.

PumpMan, a Harrington company provides an outstanding benefits package, designed to support our employees' health, financial wellness, and work-life balance, with options that go above and beyond standard offerings!

Insurance:

• Medical Plans: Choose from HDHP/HSA (with monthly company contributions) or a PPO option.
• Spousal HRA: SIHRA covers 100% of eligible expenses up to $9,400 per individual or $18,800 per family each calendar year.
• FSAs: Flexible spending options for health and dependent care expenses.
• Dental: Comprehensive, including orthodontic care for both children and adults
• Vision: Includes discounts on Lasik.
• Telehealth & Concierge: 24/7 healthcare access with prescription services for enrolled members.
• Life Insurance and AD&D: Company paid life and AD&D coverage
• Long Term Disability: Company paid LTD program
• Optional Coverages: Short term disability, voluntary pet care, identity protection, voluntary life insurance with optional dependent coverage, plus supplemental critical illness, accident, and hospital indemnity.
• Employee Assistance Program: Professional support for employees during critical times.
• Disability: Options for both short- and long-term coverage.

Retirement:

• 401(K) & Roth: 100% company match on the first3%, plus 0.5 match on the 4th and 5th%

Work/Life Balance:

• Paid Time Off: Start with 3 weeks, with the potential to accrue up to 5 weeks per year.
• Holidays: 7 paid holidays, including the day after Thanksgiving.
• Additional Leave: Coverage for jury duty, witness duty, and bereavement leave.

Harrington continuously seeks new ways to enhance benefits to help our employees thrive in every area of their lives.

Harrington is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, national origin, gender identity, sexual orientation, disability status, protected veteran status, age, or any other characteristic protected by law.


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