$20-$30 an hour.
We’re looking for an Office Manager / Office Administrator to join our passionate and creative team in Farmington New York. This position helps our team by supporting our design + build operations, overseeing our office and shop operations, and ensuring excellent customer satisfaction while also working closely with our in-house marketing and accounting team.
An ideal candidate will have experience in a design+ build or manufacturing setting and be capable of overseeing day-to-day office operations including scheduling, record-keeping, basic accounting / budgeting, invoice processing, and customer experience. A positive uplifting attitude with leadership abilities and project management skills a huge plus.
This is ideally a full-time position, but we understand that some candidates might need part-time flexibility, which we are happy to discuss during the interview process.
Required Experience:
- Strong organizational and multitasking skills, with the ability to prioritize and meet deadlines in a fast-paced environment.
- Excellent verbal and written communication skills, with a customer-centric approach.
- Proficiency in office software applications (e.g., Microsoft Office Suite, Salesforce and/or ERP systems such as Acumatica).
- Familiarity with logistics processes, including scheduling deliveries and coordinating with drivers.
- Business accounting experience including billing, purchase orders, change orders, per diems, invoicing, and expense reconciliation etc.
- Ability to analyze data, identify trends, and make informed decisions for process improvement.
- Detail-oriented mindset with a focus on accuracy and quality in all tasks.
- Strong problem-solving and decision-making abilities.
- Effective leadership and team management skills.
- High level of professionalism and commitment to delivering exceptional customer service internally and externally.
Preferred Experience:
- 3-5 years proven experience as an office manager or in a similar administrative role with customer service responsibilities.
About us:
This position is full-year, full-time (with part-time flexibility if needed) plus with flexible schedule, great benefits including 70% company-paid medical, paid holidays and PTO, a matching 401k plan, dental, and vision. We are a 100% Employee-Owned (ESOP) company, and when appropriate, we enjoy company-wide profit-sharing.
We actively seek to build an inclusive and diverse workplace where people from all walks of life are welcomed. We are an equal opportunity employer.
New Energy Works operates on the triple bottom line philosophy putting equal emphasis on people, planet, and profit. We’ve been designing and crafting custom homes and fine woodworking across the nation for 30+ years with our 140+ craftspeople, carpenters, designers, dreamers, and community members.
Think you’re a good fit, please apply today.
Please send us a resume and detailed cover letter outlining why you would like to join our team. We look forward to learning more about you.
For Pay Transparence: Compensation Description (annually or hourly)
The base salary range for this position is $20 - $30
Compensation may vary outside of this range depending on a number of factors, including a candidate’s qualifications, skills, competencies and experience, and location. Base pay is one part of the Total Package that is provided to compensate and recognize employees for their work.
Office Manager / Office Administrator Job Description
New Energy Works
Updated 8/16/23
Reports To: Chief Operating Officer
Overview –
The Office Manager / Office Administrator helps our team by supporting our design + build operations, overseeing our office and shop operations, and ensuring excellent customer satisfaction while also working closely with our in-house marketing and accounting team.
The role requires managerial and logistical experience in a design + build office setting and the capability to overseeing day-to-day office operations including scheduling, record-keeping, basic accounting / budgeting, invoice processing, and customer experience.
Core Competencies:
- Proven experience as an office manager or in a similar administrative role, with customer service responsibilities.
- Strong organizational and multitasking skills, with the ability to prioritize and meet deadlines in a fast-paced environment.
- Excellent verbal and written communication skills, with a customer-centric approach.
- Proficiency in office software applications (e.g., Microsoft Office Suite, Salesforce and/or ERP systems such as Acumatica.
- Business accounting including billing, purchase orders, change orders, per diems, invoicing, and expense reconciliation etc.
- Familiarity with logistics processes, including scheduling deliveries and coordinating with drivers.
- Ability to analyze data, identify trends, and make informed decisions for process improvement.
- Detail-oriented mindset, with a focus on accuracy and quality in all tasks.
- Strong problem-solving and decision-making abilities.
- Effective leadership and team management skills.
- High level of professionalism and commitment to delivering exceptional customer service.
Responsibilities:
Office Administration:
- Oversee day-to-day office operations, including managing correspondence, scheduling, and record-keeping.
- Manage and oversee an office assistant to help with administrative tasks and support office operations.
- Maintain office supplies, equipment, and facilities, ensuring a productive and well-functioning work environment.
- Implement and improve office policies, procedures, and systems for enhanced efficiency.
- Assist with basic accounting tasks, such as expense tracking, invoice processing, and budget management.
Customer Service:
- Serve as the primary point of contact for customer inquiries, providing prompt and professional assistance.
- Respond to customer inquiries via phone, email, and in-person, addressing their needs and concerns.
- Coordinate with internal teams to resolve customer issues and ensure timely order fulfillment.
- Act as a liaison between customers and the sales and production team, ensuring effective communication and customer satisfaction.
Purchasing:
- Oversee site-side purchasing of non-inventory consumables required for daily operations.
- Collaborate with vendors to source and procure necessary supplies, ensuring cost-effectiveness and quality.
- Monitor inventory levels, place orders, and maintain accurate records of purchases.
- Work closely with the production team to forecast and plan for future supply needs.
- Implement strategies to optimize purchasing processes and control costs.
- Enter PO’s and receipts into Acumatica ERP.
- Team Support and Leadership.
- Provide guidance and support to administrative staff, fostering a positive and collaborative work environment.
- Train new employees on office procedures, systems, and customer service standards.
- Delegate tasks and assignments, ensuring effective utilization of resources and workload distribution.
- Collaborate with cross-functional teams, including production, sales, and marketing, to achieve organizational goals.
- Computer and Phone Support.
- Provide computer and phone support to employees, ensuring smooth operations and resolving technical issues.
- Conduct training sessions on Mac and PC systems to improve employees' proficiency and productivity.
- Troubleshoot hardware and software problems, providing timely and effective resolutions.
- Assist in the implementation of new systems, including software updates and hardware upgrades.
- Collaborate with IT support teams or vendors to address complex technical issues when necessary.
Safety & Compliance:
- Comply with all New Energy Works policies and codes of conduct.
Misc.
- Other duties and responsibilities as assigned.