Office Manager

Job title:

All potential candidates should read through the following details of this job with care before making an application.

Office Manager / Bookkeeper

Primary work location:

Dolphin US HQ (Elkridge, MD)

Responsible for:

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:

Purchasing & Vendor Coordination

? 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.

Bookkeeping & Finance Support

? 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.

? QuickBooks Certified User a plus.

? 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). xhyhwjd

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.