Office Manager / Administrative Assistant

Position Summary

We are seeking a dependable, organized, and customer-focused Office Manager to oversee the daily administrative operations of our office. This individual will serve as the first point of contact for customers, manage incoming calls and scheduling, provide administrative support, and help ensure the office runs efficiently. The ideal candidate is detail-oriented, self-motivated, and able to manage multiple priorities.

Primary Responsibilities

Office Administration

• Manage the day-to-day operations of the office.
• Maintain organized digital and paper filing systems.
• Order and maintain office supplies and equipment.
• Prepare documents, letters, reports, and other correspondence.
• Assist with data entry and record keeping.
• Handle incoming and outgoing mail and deliveries.
• Maintain office calendars and schedules.

Reception & Customer Service

• Answer and direct incoming phone calls professionally.
• Greet customers, vendors, and visitors.
• Respond to emails and general customer inquiries.
• Take accurate messages and ensure timely follow-up.
• Provide excellent customer service and represent the company professionally.

Scheduling & Coordination

• Schedule appointments, meetings, and service calls.
• Coordinate employee and management calendars.
• Confirm appointments with customers.
• Update schedules as changes occur.
• Communicate scheduling changes to staff and customers promptly.

Administrative Support

• Assist management with daily administrative tasks.
• Prepare forms, spreadsheets, and reports.
• Maintain customer files and contact information.
• Track and follow up on outstanding administrative items.
• Assist with special projects as assigned.

Qualifications

• High school diploma or equivalent.
• Previous office administration, receptionist, secretary, or office management experience preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Professional phone etiquette.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to learn new software and office systems quickly.
• Strong attention to detail.
• Ability to work independently while managing multiple priorities.

Preferred Skills

• Experience with scheduling software or business management software.
• Basic bookkeeping or accounting knowledge is a plus.
• Experience with Quickbooks is a plus. 
• Experience working in a construction, service, or small business environment is preferred but not required.

Benefits

• Paid holidays.
• Paid time off.