Office Manager / Executive Assistant

Job Title: Office ManagerJob Summary:We are seeking a highly organized, dependable, and customer-focused Office Manager tosupport daily administrative operations and help keep our team running efficiently. This role isresponsible for managing inbound phone calls, coordinating schedules for inspections andremediation work, handling email correspondence, supporting accounts payableand receivable processes, making follow-up calls, and assisting leadership with inventorytracking and ordering.The ideal candidate is detail-oriented, professional, and able to communicate clearly withcustomers, vendors, team members, and leadership.Key ResponsibilitiesAdministrative & Office SupportThe Office Manager will serve as a central point of contact for office operations and will helpensure that communication, scheduling, and administrative tasks are handled accurately andefficiently.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, schedulingconfirmations, 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 & CoordinationThis position will play a key role in coordinating work for field team members and ensuringinspections, remediations, and projects are scheduled properly.Responsibilities include:● Schedule inspections, remediation appointments, and project-related visits for teammembers.● 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 SupportThe Office Manager will assist with basic accounting-related administrative tasks to supportaccurate 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 theappropriate system.● Follow up on outstanding invoices or payment questions.● Coordinate with leadership, vendors, and customers regarding billing and paymentmatters.● Maintain accurate financial records and supporting documentation.Inventory Tracking & OrderingThis role will assist leadership with monitoring office and operational inventory to help ensuresupplies 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 deliverytimelines.● Maintain organized inventory records and assist with periodic inventory reviews.Qualifications● Previous experience in office administration, office management, scheduling, customerservice, 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 officesoftware.● Ability to learn company-specific software, scheduling platforms, accounting systems, orproject 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 EnvironmentThis position begins as office-based, with flexibility to WFH occasionally as needed, andrequires frequent communication by phone, email, and internal systems. The Office Managerwill work closely with leadership, administrative staff, field team members, vendors, andcustomers to support daily operations and project coordination.Reporting StructureThe Office Manager will report directly to company leadership or the designated operationsmanager and will work closely with team members across administrative, field, and projectoperations.Ideal CandidateThe ideal candidate is someone who enjoys being the organizational hub of the office. They arecomfortable answering phones, coordinating schedules, following up with customers, supportingbasic accounting functions, and helping leadership stay organized. They take pride in accuracy,communication, and keeping projects and people on track.