Office Manager

Job Description

Job Description

Position Overview

As our Office Manager, you’ll be an integral part of operations—supporting administrative functions, coordinating projects, assisting customers, and ensuring accuracy across financial and operational processes. This role is ideal for someone who is detail-oriented, dependable, takes initiative and with construction and/or manufacturing administrative experience.  .

Key Responsibilities

Administrative & Customer Support

• Provide professional, friendly support by answering calls and assisting customers
• Gather project details and assign leads to the appropriate team members
• Maintain office organization and ensure a clean, efficient workspace
• Order and manage office supplies

Operations & Project Coordination

• Set up, track, and update jobs within QuickBooks and job tracking system.
• Enter approved estimates, purchase orders, and job details
• Monitor project status and ensure timely job completion and closure
• Maintain accurate records and documentation

Financial & Account Management

• Process bank deposits
• Support accounts payable and receivable functions
• Reconcile petty cash and review expense postings
• Manage vendor invoices and resolve discrepancies

Compliance & Documentation

• Prepare and manage Certificates of Insurance (COIs), W-9s, NTOs, and lien releases
• Maintain organized digital and physical filing systems
• Track and manage safety training documentation

Vendor Coordination

• Communicate with vendors regarding orders, invoices, deliveries, and service issues.
• Manage vendor invoices and assist with resolving billing discrepancies.
• Coordinate purchasing and track order status as needed.
• Maintain vendor records, W-9s, and related documentation.

Human Resources & Team Support

• Assist with recruiting, job postings, interview scheduling, and candidate communication.
• Coordinate onboarding and employee orientation.
• Maintain employee records, certifications, licenses, and training documentation.
• Track employee time adjustments, PTO requests, and attendance records.
• Assist with payroll preparation and timekeeping verification.
• Coordinate training schedules, safety meetings, and company events.
• Support employee engagement initiatives and company culture programs.

Additional Duties

• Assist to coordinate vehicle documentation, inspections, and maintenance scheduling
• Assist with general office and operational improvements

Qualifications

• Required: QuickBooks Desktop experience (2 years minimum)
• Required: Strong organizational, multitasking, and time management skills
• Required: Excellent communication and customer service abilities
• Required: Proficiency in Microsoft Office (Excel, Word, Outlook)
• Required: Office Manger experience (2 years minimum)
• Required: Accounts Payable & Accounts Receivable experience (2 year minimum)
• Required: Prior office management or administrative experience (2 year minimum)
• Ability to work independently and meet deadlines

Preferred

• Experience in construction, signage, or project-based industries

Gainesville Neon & Signs is looking for a highly organized Office Manager to play a key role in keeping our operations running smoothly. If you thrive in a fast-paced environment, enjoy multitasking, and want to be part of a growing, team-focused company, we’d love to hear from you.

Company Description

Gainesville Neon & Signs is looking for a highly organized Office Manager to play a key role in keeping our operations running smoothly. If you thrive in a fast-paced environment, enjoy multitasking, and want to be part of a growing, team-focused company, we’d love to hear from you.