Office Manager

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.