Office Manager / Administrative Assistant

Job Description

Job Description

The Office Manager is responsible for overseeing daily administrative operations and ensuring efficient coordination between office functions and field crews. This role serves as the central hub for scheduling, customer communication, billing, and operational support, helping the company run smoothly, professionally, and profitably.

Key Responsibilities

Administrative Operations

• Manage day-to-day office activities and maintain organized records and filing systems

• Answer phones, respond to customer inquiries, and coordinate service requests

• Maintain job schedules and dispatch information for field crews

• Order and maintain office supplies and vendor accounts

Customer Service & Scheduling

• Serve as primary point of contact for customers

• Schedule estimates, jobs, and follow-ups

• Coordinate schedule changes due to weather or job delays

• Track job progress and update customers as needed

Billing & Financial Support

• Prepare invoices and process payments

• Track accounts receivable and follow up on outstanding balances

• Assist with basic bookkeeping tasks and expense tracking

• Provide documentation to accountant or payroll provider

Operations Support

• Maintain job logs, service records, and work orders

• Track permits, licenses, and insurance documentation

• Support onboarding paperwork for new hires

• Maintain employee files and compliance records

Communication & Coordination

• Act as liaison between field crews, management, vendors, and customers

• Relay schedule updates and job details to crews

• Support internal communication and workflow improvements

Qualifications

• 2+ years of administrative or office management experience

• Strong organizational and multitasking skills

• Excellent written and verbal communication abilities

• Proficiency in Microsoft Office, scheduling software, QuickBooks a plus

• Basic bookkeeping knowledge preferred

• Ability to work independently and solve problems proactively