Office Manager

Job description:

Job Summary
Vaughan Electric is seeking a reliable and detail-oriented Office Manager to oversee daily administrative operations. This role is critical to maintaining accurate financial records, supporting field operations, and ensuring excellent customer service.

The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, including bilingual abilities. You will serve as the backbone of our administrative team, managing front desk responsibilities, coordinating schedules, and supporting various departments to foster a productive and welcoming workplace.

Duties

• Manage front desk operations, including greeting visitors, answering multi-line phone systems, and providing outstanding customer support with professional phone etiquette
• Answer and manage incoming calls, emails, and customer inquiries
• Process service requests and maintain customer records
• Prepare, review, and send invoices; ensure accuracy and timeliness
• Handle incoming payments (checks and credit cards) and bank deposits
• Support payroll by collecting and entering employee time
• Perform monthly tasks including bank reconciliations and sales tax calculations
• Maintain organized filing systems (digital and physical)
• Provide general administrative support to office and field staff
• Oversee calendar management and scheduling for executives and team members to optimize time utilization
• Handle data entry, filing, and document proofreading to maintain accurate records and ensure organizational efficiency
• Utilize QuickBooks for basic bookkeeping tasks such as invoicing, expense tracking, and financial record keeping
• Coordinate office supplies procurement, inventory management, and vendor communications to ensure smooth office functioning
• Support clerical tasks such as typing correspondence, managing email communications via Google Workspace and Microsoft Office applications
• Assist with personal assistant duties as needed, including travel arrangements and appointment scheduling for leadership

Experience

• Proven office management experience with a strong background in administrative support roles
• High School Diploma
• Strong attention to detail, especially with numbers and data entry
• Excellent organizational and multitasking skills
• Effective communication and customer service abilities
• Basic accounting or bookkeeping experience preferred
• Proficiency with computers and office software (Microsoft Office, ADP payroll, Quantum, Clover) preferred
• Must hold a valid Notary Public commission (or be willing to obtain upon hire)
• Demonstrated proficiency in computer literacy including Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and data entry systems
• Experience working with multi-line phone systems and providing excellent customer service in a fast-paced environment
• Bilingual skills are highly preferred to effectively communicate with diverse clients and team members
• Knowledge of QuickBooks or similar bookkeeping software is a plus
• Previous experience in medical or dental reception is advantageous but not required
• Strong organizational skills with the ability to multitask efficiently while maintaining attention to detail

Key Traits for Success

• Dependable and self-motivated
• Able to manage interruptions and shifting priorities
• Strong work ethic and sense of ownership
• Comfortable working independently in a small office environment

Join us as an Office Manager and become an integral part of a vibrant team dedicated to fostering an organized, welcoming environment where every day brings new opportunities to excel!

Work Location: In person