Office Manager (Distribution and Operations)

Job Description

Job Description

CountyWide Ice Cream & Dry Ice is seeking a reliable, organized, and proactive Office Manager to oversee the day-to-day administrative operations of our growing wholesale distribution business.

This is a hands-on position. We are looking for someone who can take ownership of the office, communicate effectively with customers and vendors, keep orders and paperwork organized, and make sure daily tasks are completed without needing constant supervision.

Responsibilities include:

• Answering and managing incoming phone calls, emails, and customer inquiries
• Taking customer orders and accurately entering them into our system
• Preparing invoices, sales orders, and other daily paperwork
• Communicating with customers regarding orders, deliveries, products, pricing, and account questions
• Coordinating with warehouse staff and drivers to ensure orders and deliveries are handled properly
• Following up with customers regarding outstanding invoices and payments
• Processing and recording customer payments
• Communicating with vendors regarding purchase orders, deliveries, invoices, credits, shortages, and product availability
• Organizing and maintaining customer, vendor, invoice, and payment records
• Assisting with inventory tracking and identifying products that need to be reordered
• Performing basic bookkeeping and administrative duties
• Filing, scanning, and maintaining company documents
• Assisting with employee paperwork, scheduling, and general office coordination as needed
• Following up on open issues and ensuring tasks are completed
• Assisting ownership with daily operational and administrative needs
• Helping develop better systems and procedures as the company continues to grow

The ideal candidate will be:

• Highly organized and detail-oriented
• Dependable and punctual
• Professional and confident when communicating with customers and vendors
• Comfortable handling multiple responsibilities at once
• Able to work independently and take initiative
• Comfortable working in a fast-paced small-business environment
• Strong with follow-up and problem solving
• Comfortable handling invoices, payments, and confidential business information
• Proficient with computers, email, Microsoft Office and/or Google Workspace
• Willing and able to learn new software and systems quickly

Previous experience in office management, administration, bookkeeping, customer service, wholesale distribution, logistics, foodservice, or warehouse operations is preferred.

QuickBooks or similar accounting/invoicing software experience is a plus.

We are looking for someone who wants to become an important part of the company—not simply complete a list of assigned tasks. The right candidate will eventually understand the daily operation well enough to anticipate what needs to be done, keep the office running smoothly, and allow ownership to focus on customers, sales, and growing the business.

This is a great opportunity for someone who enjoys responsibility, organization, problem-solving, and being at the center of a busy operation.

Job Type: Full-time

Work Location: In person