Office Manager / Executive Assistant

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 lead…