Office Manager

Office Manager (On‑Site, Monday–Friday) Location: On-site Schedule: Monday–Friday, part-time (30+ hours/week) Reports to: Operations/General Manager Department: Administration & Operations Summary We’re seeking a proactive, highly organized Office Manager to run day-to-day administrative operations and ensure a smooth, professional office environment. This role owns quoting, dispatching & scheduling, AR/AP, internal accounting support, motor vehicle registrations & licensing, and customer service. The ideal candidate brings a customer-first mindset, impeccable communication skills, and a positive, can-do attitude while coordinating closely with technicians and clients. Key Responsibilities Quoting, Dispatching & Scheduling Create and manage quotes for services, ensuring accuracy, timely delivery, and follow-up. Coordinate dispatch and scheduling for technicians, optimizing routes, capacity, and turnaround times. Maintain an updated calendar of field work, appointments, deadlines, and technician availability. Track job progress, update work orders, and proactively communicate changes to clients and staff. Follow-up on Quotes if not yet scheduled on a weekly basis. Accounting & Finance (AR/AP & Internal Accounting) Accounts Receivable (AR): Generate invoices, apply payments, manage aging reports, and lead collections follow-up. Accounts Payable (AP): Process bills, verify vendor statements, maintain records, and assist with payment runs. Assist with month-end close tasks (reconciliations, accruals, expense classification) in collaboration with accounting. Maintain organized financial documentation (quotes, POs, invoices, receipts, W-9s) and support audits as needed. Office Operations & Facilities Keep the office, kitchen, and common areas tidy, stocked, and functional (supplies, printers, break room). Oversee vendor relationships (cleaning, utilities, maintenance, IT support, vehicle wraps, marketing, etc). Communicate with Technicians re: shop supply needs and manage orders. Maintain office policies and SOPs; ensure adherence and continuous improvement. Communication & Customer Service Answer and route phone calls with a customer-first mentality; resolve or escalate issues promptly. Serve as the communication hub between technicians, sales, and clients; ensure clear, timely updates. Draft professional emails, memos, and notices; maintain a polite and positive tone in all interactions. Support client onboarding, service confirmations, and post-service follow-ups to drive satisfaction. Data & Systems Maintain accurate CRM/ERP records (client info, jobs, quotes, invoices, notes). Generate weekly/monthly reports (pipeline, scheduled work, AR aging, utilization). Identify opportunities to standardize and automate workflows, templates, and checklists. Compliance & Risk Assist with insurance COIs, safety documentation, and incident reporting. Safeguard confidential information and ensure adherence to company policies and data security guidelines. Qualifications Required 3+ years in office management, operations coordination, or administrative leadership. Hands-on experience with AR/AP and basic internal accounting tasks. Proven dispatch/scheduling coordination in a service, field, or construction environment. Strong written and verbal communication skills; professional phone etiquette. High proficiency with Microsoft 365 (Outlook, Excel, Word, Teams), and experience with CRM/ERP systems. Detail-oriented, organized, and able to manage competing priorities. Positive attitude with a customer service–first mindset. Preferred Experience with fleet management (registrations, titles, permits) and compliance tracking (less than 10 vehicles). Familiarity with basic financial reporting. Exposure to construction, trades, or field services operations. Experience improving processes via SOPs/templates. Experience with CenPoint Pro. Key Competencies Customer Focus: Puts clients first; anticipates needs and follows through. Operational Excellence: Builds efficient, repeatable processes; reduces friction. Communication: Clear, timely, and respectful with technicians, clients, and vendors. Problem Solving: Resourceful; addresses issues before they escalate. Ownership: Takes initiative; meets deadlines and commitments. Team Collaboration: Works cross-functionally; supports a positive culture. Compensation & Benefits Compensation: Competitive hourly pay commensurate with experience. Benefits: Health, dental, vision; PTO; paid holidays; retirement plan; professional development. On-site schedule: Monday–Friday (core hours), with occasional flexibility for urgent operational needs. Physical & Work Requirements Ability to sit, stand, and move around the office; lift office supplies up to ~25 lbs as needed. On-site presence Monday–Friday; reliable transportation. Prolonged computer and phone use. Equal Opportunity Statement We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. How to Apply Please send your resume and a brief cover letter describing relevant experience (quoting, dispatching/scheduling, AR/AP, fleet registrations/licensing, and customer service) to chrissy@echogpr.com, or apply on-line at https://www.echogpr.com/careers/. Job Type: Full-time Pay: $23.00 - $32.00 per hour Expected hours: No less than 30 per week Benefits: 401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Paid time off Vision insurance Work Location: In person