Office Manager
Company Overview We are a well-established environmental consulting company specializing in lead-based paint, asbestos, and mold inspections and consulting. We are seeking a highly organized, detail-oriented Office Manager to oversee daily office operations while supporting our inspectors, clients, and management team.
Position Summary The Office Manager is responsible for managing the day-to-day administrative functions of the office, ensuring efficient operations, exceptional customer service, and accurate recordkeeping. This position reports directly to the President/owner of the company and requires excellent organizational skills, strong technical abilities, and the willingness to continuously research changing environmental regulations, industry standards, and administrative best practices.
Primary Responsibilities
- Manage daily office operations and administrative functions.
- Answer incoming phone calls and respond professionally to client inquiries.
- Schedule inspections and coordinate inspectors\' daily calendars.
- Prepare proposals, contracts, inspection reports, correspondence, and other business documents as needed.
- Maintain accurate client files and company records.
- Works with bookkeeper to process invoices, payments, accounts receivable, and accounts payable using QuickBooks.
- Track projects from scheduling through final billing.
- Create and maintain spreadsheets, reports, and databases using Microsoft Excel.
- Prepare professional documents, letters, and forms using Microsoft Word.
- Edit, combine, and manage PDF documents using Adobe Acrobat.
- Conduct ongoing research related to environmental regulations, lead, asbestos, mold, licensing requirements, and industry best practices.
- Assist with permit applications, regulatory documentation, and compliance tracking.
- Order office supplies and coordinate office equipment maintenance.
- Support management with special projects and administrative reporting.
- Maintain confidentiality of client and company information.
- Identify opportunities to improve office procedures and workflow efficiency.
Required Qualifications
- Minimum of 3?5 years of office management or administrative experience.
- Exceptional organizational and time management skills.
- Advanced proficiency in Microsoft Office 365, Excel, and Word.
- Working knowledge of QuickBooks.
- Proficiency with Adobe Acrobat Professional for creating, editing, and managing PDF documents.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple projects and meet deadlines.
- Self-motivated with excellent problem-solving skills.
- Comfortable learning new software and technologies.
- Willingness to conduct independent research and stay current with environmental regulations and industry requirements.
Desired Characteristics
- Bi-lingual English and Spanish preferred
- Professional and dependable.
- Customer-service oriented.
- Resourceful and proactive.
- Strong analytical and critical thinking skills.
- Ability to work independently while supporting a collaborative team.
- Positive attitude with commitment to continuous learning.
Compensation Compensation is competitive and based on experience. Benefits are available based on company policy.