Office Manager

Job Description

Job Description

About the role

Fletch’s is a small, family-run business with two shops under one roof: a fleet repair shop and a sandblasting and painting operation. We’re looking for an office manager who can keep the front office running so the shop can keep trucks moving.

You’ll be the first voice customers and vendors hear, the person who turns shop paperwork into accurate invoices, and the one who keeps parts, bills, and payroll in order. You’ll work side by side with the President, who also runs the fleet shop, the Vice President, who runs the paint shop, and the shop foreman, and you’ll talk with mechanics and painters every day.

This isn’t a corporate office job. It’s a working shop: it’s loud, it moves fast, and plans change when a truck rolls in. If you’re organized, direct, and comfortable walking out to the floor to track down an answer, you’ll fit right in.

We’re a tight crew, and we act like it. Most Fridays we order out or cook something in the breakroom together, and in the summer the soft-serve ice cream machine or the slushy machine is usually running.

What you’ll do

Customers and the front office

•     Serve as the main point of contact for customers and vendors, by phone, email, and in person

•     Write up work orders and keep them moving between the office and the shop

•     Coordinate with the President and shop foreman on scheduling and job status

Parts, jobs, and invoicing

•     Review shop paperwork to make sure all parts and labor used on a job are captured

•     Prepare and send customer invoices accurately and on time

•     Assist with ordering parts and keep inventory records current for roughly 1,000 SKUs in QuickBooks Online

•     Set up and maintain job numbers in QuickBooks Online Projects, and apply labor hours from time cards to the right jobs, so each job’s costs and billing line up

•     Follow up on open customer balances and collections

•     Deposit customer checks through virtual (remote) deposit

Bookkeeping and payroll

•     Enter and code every incoming vendor bill in Ramp

•     Prepare basic journal entries for review

•     Process weekly payroll in QuickBooks Online from employee time cards, entering it every Wednesday for review and approval

•     Support the month-end close with the company’s outsourced CFO

Compliance and office administration

•     Prepare quarterly IFTA fuel tax reporting (we’ll train you)

•     Prepare annual vehicle registration renewals

•     Handle day-to-day HR administration and escalate issues as needed

•     Make occasional parts pickups at vendors and an occasional bank run

•     Keep the office clean and organized

•     Take on other tasks as needed to support the President and the Vice President

What you need

Must-haves

•     Office management and bookkeeping experience

•     Hands-on experience with QuickBooks Online

•     Payroll processing experience

•     Experience in a blue-collar setting, such as a repair shop, contractor, trucking company, or manufacturer

•     Experience with parts ordering and inventory

•     Valid driver’s license and a reliable vehicle for occasional parts pickups and an occasional bank run

•     Ability to pass a background check, since the role has access to financial information

Nice-to-haves

•     Experience with Ramp or a similar bill-pay system

•     Familiarity with job costing or project tracking in QuickBooks Online

•     Background in fleet, trucking, or auto repair

•     IFTA or vehicle registration experience (not required, we’ll teach it)

You’ll do well here if you:

•     Are comfortable talking straight with mechanics, painters, customers, and vendors

•     Catch details, like a part on the work order that never made it to the invoice

•     Stay steady when the phone, the counter, and the shop all need you at once

Working conditions

•     The office sits next to an active mechanic shop, so expect regular shop noise

•     You’ll walk out to the shop floor to ask questions or find people, following shop safety rules

•     Occasional local driving for parts pickups and an occasional bank run

•     Fully in office, Monday through Friday

Pay and benefits

•     Pay: $25 to $30 per hour, based on experience, with overtime pay for hours over 40

•     After 90 days: health insurance through Anthem Blue Cross Blue Shield, plus dental and vision coverage and paid holidays

•     After one year: paid time off and a 401(k) with a company match. We match 100% of the first 3% you contribute and 50% of the next 2%, so if you put in 5%, we put in 4%.

Fletch’s Sandblasting & Painting, Inc. is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. Employment is contingent on a successful background check.