Office Manager / Administrative Assistant

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 ResponsibilitiesAdministrative OperationsManage day-to-day office activities and maintain organized records and filing systemsAnswer phones, respond to customer inquiries, and coordinate service requestsMaintain job schedules and dispatch information for field crewsOrder and maintain office supplies and vendor accountsCustomer Service & SchedulingServe as primary point of contact for customersSchedule estimates, jobs, and follow-upsCoordinate schedule changes due to weather or job delaysTrack job progress and update customers as neededBilling & Financial SupportPrepare invoices and process paymentsTrack accounts receivable and follow up on outstanding balancesAssist with basic bookkeeping tasks and expense trackingProvide documentation to accountant or payroll providerOperations SupportMaintain job logs, service records, and work ordersTrack permits, licenses, and insurance documentationSupport onboarding paperwork for new hiresMaintain employee files and compliance recordsCommunication & CoordinationAct as liaison between field crews, management, vendors, and customersRelay schedule updates and job details to crewsSupport internal communication and workflow improvementsQualifications2+ years of administrative or office management experienceStrong organizational and multitasking skillsExcellent written and verbal communication abilitiesProficiency in Microsoft Office, scheduling software, QuickBooks a plusBasic bookkeeping knowledge preferredAbility to work independently and solve problems proactively