Office Manager

Job Description

Job Description

We are looking for a highly organized and detail-oriented Office Manager to oversee daily administrative operations in our busy office located in Santa Clara, California. This role involves coordinating dispatch services, managing invoicing processes, and ensuring smooth workflows to support technicians and team members effectively. As this is a long-term contract position, we are seeking a dependable individual committed to maintaining efficiency and delivering excellent customer service in a dynamic environment.

Responsibilities :

• Schedule and dispatch technicians for service calls, ensuring timely and efficient routing.
• Process, review, and distribute invoices while following up on outstanding payments.
• Manage accurate data entry, maintain detailed job records, and update client information.
• Address customer inquiries regarding appointments, service updates, and billing concerns.
• Monitor and manage inventory levels for office supplies and parts to meet operational needs.
• Collaborate with management to optimize office processes and improve workflow efficiency.
• Perform receptionist duties, including greeting visitors and handling incoming calls.
• Oversee accounts payable tasks, ensuring accurate and timely processing.
• Order and maintain office supplies to support daily operations.
• Proven experience in office administration, dispatching, or invoicing; experience in the service or trades industry is preferred.
• Exceptional organizational and multitasking abilities to handle a fast-paced environment.
• Strong communication skills and a commitment to providing outstanding customer service.
• Proficiency in Microsoft Office Suite and familiarity with scheduling or invoicing software.
• High attention to detail to ensure accuracy in records and transactions.
• Ability to work independently while being reliable and proactive.
• Experience with accounts payable processes and inventory management is a plus.
• Familiarity with receptionist duties and general office operations.