Office Manager / Executive Assistant

Job Description

Job Description

Benefits:

• Opportunity for advancement
• Profit sharing
• Training & development

Job Title: Office Manager
Job Summary:
We are seeking a highly organized, dependable, and customer-focused Office Manager to
support daily administrative operations and help keep our team running efficiently. This role is
responsible for managing inbound phone calls, coordinating schedules for inspections and
remediation work, handling email correspondence, supporting accounts payable
and receivable processes, making follow-up calls, and assisting leadership with inventory
tracking and ordering.
The ideal candidate is detail-oriented, professional, and able to communicate clearly with
customers, vendors, team members, and leadership.
Key Responsibilities
Administrative & Office Support
The Office Manager will serve as a central point of contact for office operations and will help
ensure that communication, scheduling, and administrative tasks are handled accurately and
efficiently.
Responsibilities include:
● Answer and direct inbound phone calls in a professional and courteous manner.
● Respond to customer, vendor, and internal team inquiries by phone and email.
● Coordinate and manage email correspondence, including follow-ups, scheduling
confirmations, and general communication.
● Maintain organized records, files, schedules, and documentation.
● Support leadership with administrative tasks, reporting, and day-to-day coordination.
● Help ensure the office operates smoothly and efficiently.
Scheduling & Coordination
This position will play a key role in coordinating work for field team members and ensuring
inspections, remediations, and projects are scheduled properly.
Responsibilities include:
● Schedule inspections, remediation appointments, and project-related visits for team
members.

● Coordinate calendars and communicate scheduling details to customers, employees,
vendors, and leadership.
● Make follow-up phone calls regarding appointments, project updates, estimates,
outstanding items, and customer questions.
● Track upcoming inspections, active jobs, project timelines, and pending follow-ups.
● Communicate schedule changes promptly and professionally.
● Assist in keeping projects organized from initial contact through completion.
Accounts Payable & Receivable Support
The Office Manager will assist with basic accounting-related administrative tasks to support
accurate billing, payments, and financial tracking.
Responsibilities include:
● Process accounts payable and accounts receivable documentation.
● Prepare, send, and track invoices as needed.
● Enter vendor bills, customer payments, and related financial information into the
appropriate system.
● Follow up on outstanding invoices or payment questions.
● Coordinate with leadership, vendors, and customers regarding billing and payment
matters.
● Maintain accurate financial records and supporting documentation.
Inventory Tracking & Ordering
This role will assist leadership with monitoring office and operational inventory to help ensure
supplies and materials are available when needed.
Responsibilities include:
● Assist with tracking inventory levels for supplies, materials, and equipment.
● Help identify items that need to be reordered.
● Place or coordinate orders as directed by leadership.
● Communicate with vendors regarding product availability, pricing, orders, and delivery
timelines.
● Maintain organized inventory records and assist with periodic inventory reviews.
Qualifications
● Previous experience in office administration, office management, scheduling, customer
service, or a similar role preferred.
● Experience with accounts payable and accounts receivable processes is a plus.
● Strong phone, email, and written communication skills.

● Excellent organizational and time-management abilities.
● Professional, reliable, and detail-oriented.
● Comfortable working with customers, vendors, field staff, and leadership.
● Proficiency with basic computer systems, email, calendars, spreadsheets, and office
software.
● Ability to learn company-specific software, scheduling platforms, accounting systems, or
project management tools.
Preferred Skills
● Strong attention to detail and accuracy.
● Ability to follow through on tasks without frequent reminders.
● Customer-service mindset with a calm and professional communication style.
● Problem-solving ability and willingness to take initiative.
● Familiarity with scheduling field service teams, inspections, remediation work,
construction, restoration, or project-based services is helpful.
● Basic understanding of invoicing, billing, purchase orders, and vendor coordination.
Work Environment
This position begins as office-based, with flexibility to WFH occasionally as needed, and
requires frequent communication by phone, email, and internal systems. The Office Manager
will work closely with leadership, administrative staff, field team members, vendors, and
customers to support daily operations and project coordination.
Reporting Structure
The Office Manager will report directly to company leadership or the designated operations
manager and will work closely with team members across administrative, field, and project
operations.
Ideal Candidate
The ideal candidate is someone who enjoys being the organizational hub of the office. They are
comfortable answering phones, coordinating schedules, following up with customers, supporting
basic accounting functions, and helping leadership stay organized. They take pride in accuracy,
communication, and keeping projects and people on track.

Flexible work from home options available.