Office Manager

Purchasing and vendor coordination, general office administration, and day-to-day bookkeeping support across the US business. Number of direct reports: 1 About Dolphin Solutions: Dolphin Solutions designs, manufactures, supplies, and installs custom wash-wall systems for commercial construction and fit-out clients across the United States. Primary Objective of role: To keep Dolphin Solutions USA's day-to-day office, purchasing, and bookkeeping operations running smoothly — acting as the first point of contact and gatekeeper for the office, the primary purchasing coordinator for small tools, supplies, and accessory orders, and a hands-on support resource for basic bookkeeping and administrative finance tasks across the US team. This is a broad, generalist role suited to someone comfortable juggling purchasing, vendor follow-up, general office administration, and finance-adjacent admin work in a single day, in a fast-paced environment. Key responsibilities: Create and process purchase orders for hand tools, office/operational supplies, beverages, and other small item requirements — reviewing requests, verifying quantities and vendor information, and retaining order confirmations. Follow up with vendors on open purchase orders, monitor outstanding shipments and deliveries, track shipments, identify delays, and communicate updated delivery statuses to the relevant team members. Coordinate and process accessory and small-item orders, including preparing shipment information and tracking through delivery. Prepare and organize shipping documentation, ensuring accuracy and coordinating with freight providers as needed. Review packing lists and receiving documentation, organize by project, and maintain accurate, up-to-date records across the company's project tracking systems (e.g., Smartsheet, Asana). Support general purchasing needs across the business as they arise, balancing cost, vendor reliability, and delivery timing. Office Administration & Communication Management Communication Management: coordinate emails, correspondence, and phone calls; act as a gatekeeper and primary point of contact for the office. Serve as the first point of contact for visitors, vendors, and incoming calls, directing inquiries to the right person promptly. Documentation: prepare professional reports, business presentations, and letters as required. Support document control, filing systems, and record management across the business, ensuring information is organized and easy to retrieve. Assist with coordination between departments to support business priorities. Assist with administration related to projects and operational activities for the US team. Support the implementation and maintenance of internal processes and systems. Maintain office supplies and kitchen stock and support the general upkeep of shared office spaces. Sort and route incoming mail and packages to the appropriate person and handle general correspondence. Comply with Company policies, procedures, and lawful instructions at all times. Provide general administrative and office support as required; undertake additional duties reasonably required to meet business needs. Support basic bookkeeping tasks in QuickBooks, including printing and preparing checks after verification of required documentation, and processing deposits. Assist Finance/HR with accounts payable-related administrative tasks (e.g., logging invoices, tracking payment status) as directed. Maintain accurate, up-to-date financial and purchasing records in support of the Finance/HR function. Expectations of this Position: Proactivity: Anticipating needs before they arise, particularly in scheduling and travel logistics. Operational Efficiency: Maintaining a clean and tidy organization of information and files. High-Speed Turnaround: Providing rapid responses to internal and external inquiries to match the fast-paced management style. Confidentiality: Exercising extreme discretion when handling sensitive business information. Experience: Prior experience in office administration, purchasing, or bookkeeping support role, ideally spanning more than one of these areas. Excellent written and verbal communication skills, with a professional and confident phone manner. Strong ability to resolve issues in a timely manner, using sound judgment under pressure. Required experience working with the Microsoft Office Suite (Outlook, Word, Excel) and QuickBooks or similar accounting/finance software. Comfortable working across multiple systems and tools (e.g., project tracking platforms, shared team chat tools) to keep information organized and visible to the wider team. Strong organizational skills and ability to independently manage a varied daily workload without close supervision. Qualifications: High school diploma or GED required. Associate's degree in business administration, accounting, or a related field preferred, though not required. Authorized to work in the United States. Key Performance Indicators: Response Time: 95% of customer-facing and internal inquiries acknowledged or resolved within a 24-hour turnaround. Timeliness and accuracy of purchase orders and vendor follow-up. Completeness and organization of shipping, receiving, and project documentation. Accuracy and timeliness of bookkeeping support tasks (checks, deposits, invoice logging). Other information: The above list is not exclusive or exhaustive; the post holder is expected to be professional, co-operative, and flexible in line with the needs of the post, department, and the needs of the business. #J-18808-Ljbffr Dolphin Solutions