Office Manager / Administrative Assistant

Job Description

Job Description

About the Role

We are a small, growing business seeking a reliable Office Manager to keep day-to-day operations running smoothly. This is a hands-on role at the center of the office: you will be the first point of contact for customers, keep orders and invoices moving, and help the sales team stay organized.

The right person is organized, friendly on the phone, comfortable with computers, and takes pride in accurate work. You will work closely with the owner and President and have a visible impact on how well the business serves its customers.

Key Responsibilities

•     Answer incoming phone calls and emails; route inquiries promptly and professionally.

•     Enter customer orders accurately into the company system and confirm details as needed.

•     Prepare and send quotes to customers based on pricing and product information provided by sales.

•     Schedule sales visits and maintain the sales calendar; coordinate appointments and follow-up reminders.

•     Organize paper and digital files so records are easy to find and kept up to date.

•     Enter vendor and customer invoices; support basic accounts payable/receivable tracking.

•     Maintain office supplies and a tidy, professional workspace.

•     Handle general administrative tasks and other duties as assigned to keep the office running efficiently.

Qualifications

•     High school diploma or equivalent required; associate degree or office administration coursework a plus.

•     Prior office, receptionist, or administrative experience preferred (small-business setting a plus).

•     Clear, professional phone manner and strong written communication.

•     Comfortable with Microsoft Office or Google Workspace (Word/Docs, Excel/Sheets, Outlook/Gmail, calendar).

•     Accurate data entry and attention to detail when handling orders and invoices.

•     Ability to juggle multiple tasks, prioritize, and follow through without constant supervision.

•     Reliable, punctual, and comfortable working in a small team.

Nice to Have

•     Experience with quoting, order entry, or basic bookkeeping software.

•     Familiarity with CRM or scheduling tools.