Office & Operations Manager

DESCRIPTION

ETI Inc. is seeking an experienced, organized, and driven Office & Operations Manager to oversee the administrative and operational functions of our growing heavy equipment dealership.

This is a hands-on management position responsible for keeping our office, service department, inventory, purchasing, invoicing, and daily workflow operating efficiently. The ideal candidate is someone who can take ownership, solve problems, manage people, and keep multiple priorities moving without needing constant direction.

This position has hiring, termination, and employee management responsibilities and will work directly with company ownership and management.

Position Details

Job Title: Office & Operations Manager
Job Type: Full-Time
Salary: $50,000-$65,000 per year, depending on experience
Schedule: Monday-Friday
Location: ETI Inc.
Reports To: Ownership / Senior Management
Management Responsibilities: Yes
Hiring Authority: Yes
Termination Authority: Yes

How to Apply

Please submit your resume along with a brief description of your management, administrative, operations, or industry experience.

ETI Inc. is an equal opportunity employer.

What You'll Do:

Office & Operations Management

• Oversee the day-to-day administrative and operational activities of the dealership
• Manage office workflow and ensure tasks are completed accurately and on time
• Coordinate communication between management, service, parts, sales, customers, and vendors
• Establish priorities and help keep the entire operation moving efficiently
• Identify operational problems and implement practical solutions
• Develop and improve procedures to increase efficiency and accountability
• Maintain accurate records and documentation
• Assist ownership and management with special projects and business needs

Service Department & Shop Management

• Manage the daily schedule and workload of the service department
• Coordinate technician workloads and prioritize jobs based on customer needs, deadlines, and available resources
• Schedule incoming equipment, components, and hydraulic cylinders for service
• Monitor work orders from initial intake through completion and invoicing
• Track job progress and follow up on outstanding work
• Coordinate parts and materials needed for service jobs
• Communicate with customers regarding job status, scheduling, and completion
• Identify scheduling conflicts and make adjustments to keep the shop productive
• Help maintain accountability for technician productivity, work orders, and turnaround times
• Work with management to improve shop efficiency and workflow

Invoicing & Accounting Support

• Create and process customer invoices
• Receive, review, and enter vendor invoices
• Create vouchers and maintain supporting documentation
• Verify invoices against purchase orders, receiving documents, and work orders
• Assist with accounts payable and accounts receivable
• Identify and resolve invoice discrepancies
• Ensure completed work orders are properly documented and invoiced
• Maintain accurate financial and operational records

Purchasing & Parts

• Order parts, supplies, and materials for the dealership and service department
• Create and manage purchase orders
• Communicate with vendors regarding pricing, availability, orders, and backorders
• Receive incoming parts and verify quantities and items against purchase orders
• Monitor outstanding orders and follow up with vendors
• Assist with sourcing parts and finding cost-effective solutions
• Maintain organized purchasing records

Inventory Management

• Maintain accurate inventory records within the company's inventory system
• Receive and properly enter incoming inventory
• Monitor inventory levels and identify purchasing needs
• Investigate inventory discrepancies
• Assist with inventory counts and audits
• Ensure parts and materials are properly identified, recorded, and stored
• Help maintain accurate inventory costs and quantities
• Work with management to improve inventory control and reduce obsolete or unnecessary inventory

Employee Management

• Supervise and manage office and operational personnel as assigned
• Participate in recruiting, interviewing, hiring, training, and onboarding employees
• Provide direction, coaching, and performance feedback
• Establish expectations and hold employees accountable for performance
• Address employee performance issues and workplace concerns
• Make recommendations regarding employee discipline and termination
• Have authority to hire and terminate employees within company guidelines
• Help create a positive, professional, accountable work environment
• Ensure employees follow company policies and procedures

What We're Looking For

The ideal candidate will be:

• Highly organized and detail-oriented
• A strong communicator
• Comfortable managing people and holding employees accountable
• Able to prioritize multiple competing demands
• A strong problem solver who takes initiative
• Comfortable working in a fast-paced environment
• Dependable and willing to take ownership of responsibilities
• Professional when dealing with customers, vendors, and employees
• Comfortable making decisions and taking action without constant supervision
• Proficient with computers and business management software
• Able to learn and effectively use inventory, accounting, and work-order systems

Preferred Experience

Experience in one or more of the following is strongly preferred:

• Office management
• Operations management
• Service department management
• Heavy equipment dealership
• Construction equipment
• Automotive dealership or repair
• Manufacturing or industrial operations
• Parts management
• Inventory management
• Purchasing
• Accounts payable/receivable
• Work-order management
• ERP or dealership management software

Heavy equipment industry experience is a plus, but we are willing to train the right management candidate who demonstrates strong organizational and leadership skills.

What Success Looks Like

The successful candidate will become the person who helps ensure that things don't fall through the cracks.

You'll know what is happening in the shop, what jobs are waiting on parts, what needs to be ordered, which invoices need attention, what inventory needs to be addressed, what customers need updates, and where the operation needs additional attention.

We are looking for someone who sees a problem and solves it rather than waiting for someone else to point it out.

REQUIREMENTS

• Experience in one or more of the following is strongly preferred: Office management, Operations management, Service department management, Heavy equipment dealership, Construction equipment, Automotive dealership or repair, Manufacturing or industrial operations, Parts management, Inventory management, Purchasing, Accounts payable/receivable, Work-order management, ERP or dealership management software
• Heavy equipment industry experience is a plus, but we are willing to train the right management candidate who demonstrates strong organizational and leadership skills.

Why Join ETI Inc.?

ETI Inc. is an independent heavy equipment dealership specializing in parts, service, hydraulic cylinder repair, equipment sales, and component solutions.

We work with excavation companies, construction companies, quarries, mines, recycling operations, landfills, and other heavy equipment users.

This is an opportunity to become a key member of our management team and have a direct impact on how our operation performs.