Office Manager

Job Title: Office Manager Department: Administration Reports To: Operations Manager Location: Party On Air HQ, Danville, KY Status: Full-Time | Hourly Position Summary The Office Manager is responsible for the efficient operation of the Party On Air office. This role supports internal team functions, customer communication, and the coordination of logistics, scheduling, paperwork, and administrative systems. The ideal candidate will be organized, tech-savvy, proactive, and comfortable managing multiple priorities in a fast-paced event-based business. Primary Responsibilities Administrative Operations Maintain digital and physical records for events, staff, insurance, permits, and vendor documentation. Oversee company emails, incoming calls, and customer inquiries. Track supply inventory and order materials as needed (office, waiver pads, toner, etc.). Manage office cleanliness, organization, and basic facility needs. Software & Platform Management Use Inflatable Office to manage event details, contracts, permits, waivers, and customer follow-up. Upload ride itineraries and supporting documentation to state ride portals (e.g., KY Dept. of Agriculture). Assist in data entry, updates, and recordkeeping in QuickBooks and Google Drive. Scheduling & Communication Assist with crew schedules and staff communications for weekend dispatch. Send reminders to staff regarding certifications, upcoming events, or team meetings. Help coordinate interviews, onboarding paperwork, and seasonal hiring logistics. Financial & Document Support Track receipts, expenses, and payments related to office and field operations. Help reconcile vendor accounts and support end-of-week paperwork from event leads. Print packing lists, checklists, and safety materials as requested. Customer & Client Communication Respond to general customer questions, forward quote requests, and escalate issues to leadership. Follow up on missing documents (permits, COIs, waivers). Maintain a professional, welcoming presence for visitors or walk-ins. Required Qualification Strong organization and multitasking ability Proficient with Gmail, Google Drive, and office equipment Comfortable using business software (Inflatable Office, QuickBooks, scheduling tools) Strong written and verbal communication Ability to handle confidential employee and business information discreetly Preferred Experience Prior office or administrative experience in a service or logistics-based business Familiarity with Inflatable Office or other rental/event software Basic understanding of DOT or amusement ride permit workflows Job Type: Full-time Pay: $14.00 - $16.50 per hour Expected hours: 30 – 40 per week Benefits: Employee discount Flexible schedule Paid time off Work Location: In person