Office Manager

Office Manager / Operations Coordinator

We are seeking a highly organized, proactive, and detail-driven Office Manager / Operations Coordinator to oversee daily operations, scheduling logistics, financial administration, team coordination, and general business support. This person will work closely with ownership and the aquarist technician team to improve efficiency, customer experience, and overall company performance.

This is an ideal opportunity for someone who thrives in a fast-paced environment, enjoys solving scheduling puzzles, and can confidently balance customer communication, operational coordination, and back-office administration.

Key Responsibilities

Scheduling & Operations Coordination (Primary Focus)

• Own the daily scheduling and dispatch of aquarist technicians, which is the largest and most critical component of the role
• Coordinate appointments by calling and texting clients to schedule, confirm, reschedule, and handle service-related communication
• Build and manage technician schedules within the companys scheduling platform/app
• Ensure detailed service notes are accurately entered so technicians arrive fully prepared with the proper equipment, livestock, supplies, and job-specific instructions
• Adjust schedules in real time to accommodate emergencies, cancellations, urgent service needs, and changing priorities
• Conduct daily morning technician check-ins to confirm readiness and route execution
• Oversee new client intake, including estimates, communication, and onboarding coordination

Financial & Administrative Operations

• Process payroll
• Review and prepare invoices
• Manage accounts receivable and accounts payable, including vendor payments
• Track profitability, close rates, and key operational KPIs
• Assist with budgeting, vendor coordination, and general financial administration

Office / Business Support

• Assist with hiring efforts, including posting job openings, screening candidates, and interview coordination
• Maintain and order dry goods, livestock, equipment, parts, and office supplies
• Oversee warehouse organization and operational upkeep
• Organize executive-level meetings and reminders
• Assist with management of business insurance policies (health, auto, liability, umbrella, etc.)
• Help oversee support vendors and internal administrative functions

Requirements

• Previous office management, operations coordination, dispatch, scheduling, or administrative leadership experience required
• Strong scheduling / dispatching experience highly preferred
• Experience balancing multiple moving parts in a fast-paced service-based business
• Financial administration experience, including invoicing, AR/AP, and payroll
• Strong customer communication skills via phone, text, and email
• Exceptional organizational skills and attention to detail
• Strong problem-solving ability and sound business judgment
• Comfortable making independent decisions and shifting priorities quickly
• Tech-savvy and comfortable learning scheduling / operational software

Schedule / Compensation

Full-time

Hybrid flexibility: Candidate should ideally be available in-office in Pompano Beach approximately 3 mornings per week (roughly 8:3010:00 AM), with potential remote flexibility beyond that.

Salary: $60,000$75,000 annually