Office Manager - Bainbridge

Office Manager - Bainbridge

Intelligent Green Solutions (IGS) is a leader in providing advanced heat pump and HVAC systems. We deliver energy-efficient solutions for residential and commercial customers. To support our growing operations, we are excited to add an Office Manager to our Ithaca office to assist the leadership team and ensure smooth day-to-day operations.

Role Overview

The Office Manager keeps our Ithaca office running smoothly while supporting our Solar, HVAC, and Heat Pump teams with scheduling, documentation, and internal coordination. This role is ideal for a highly organized, tech-savvy professional who enjoys being the operational "hub" for a busy team.

What You'll Do (Responsibilities)

• Sales & Team Coordination: Book customer appointments for outside sales reps, respond to inbound inquiries, and keep sales records, notes, and follow-ups organized.
• Admin & Events: Plan and coordinate internal meetings, trainings, vendor visits, and office gatherings so they start on time and run efficiently.
• Documentation & Incentives: Prepare, submit, and track paperwork for incentive/rebate applications and other departmental documentation; maintain accurate digital records.
• Office Operations: Own the day-to-day – supplies, facilities tidiness, mail/packages, visitors – ensuring a clean, professional, and well-organized workspace.
• Learn Our Products: Participate in ongoing training to build working knowledge of our offerings (solar PV and heat pump systems) to better support customers and internal teams.
• Project Support: Help drive key initiatives forward by tracking tasks, deadlines, and deliverables; nudge owners and keep stakeholders aligned.
• Professional Communication: Draft and format letters, spreadsheets, presentations, and internal/external correspondence as needed.
• Cross-Functional Liaison: Serve as the go-between for Solar, HVAC, and Heat Pump managers, staff, clients, and partners to keep information flowing.
• Digital Tools: Use our tech stack – Microsoft Teams, Odoo ERP, and related apps -to manage tasks, update records, and report progress.
• People Ops Support: Assist with recruiting coordination, onboarding checklists, new-hire paperwork, and general HR documentation.

Qualifications

• Experience: At least 2–3 years in an administrative support role, ideally with exposure to sales and / or construction operations.
• Highly Organized: Proven ability to juggle multiple priorities, set timelines, and meet deadlines with accuracy.
• Communication Skills: Excellent written and verbal communication with strong attention to detail.
• Tech-Savvy: Comfortable with Microsoft Office (Word, Excel, Outlook) and quick to learn new software systems.
• Motivated Learner: Willing to train up on the basics of solar and HVAC to support customer questions and internal processes.

Nice to Have (Optional):

• Experience with Odoo (or another ERP/CRM), Microsoft Teams, or similar collaboration tools
• Prior work in construction, trades, or clean-energy industries
• Familiarity with utility/agency incentive paperwork

Please do not apply if…

• You're not interested in learning how solar and heat pump systems work at a practical level.
• You avoid phone calls or hesitate to communicate clearly and professionally with customers and coworkers.
• You struggle with digital tools beyond basic email/Word.
• You don't enjoy maintaining neat records, checklists, and follow-ups to keep projects on track.
• You're looking for a role where every day is the same – this job involves switching gears and solving problems.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Employee discount

Application Question(s):

• List the ERP and CRM softwares you worked with in the past.
• How would you rate your computer skills on a scale from 1 (poor) to 10 (excellent, as in "I am able to program.")?

Experience:

• Administrative: 2 years (Required)
• Construction administrative: 2 years (Preferred)

Ability to Commute:

• Ithaca, NY 14850 (Required)

Ability to Relocate:

• Ithaca, NY 14850: Relocate before starting work (Required)

Work Location: In person