Office Manager

Job Description:

Office Manager Position Summary

The Branch Office Coordinator supports the daily administrative, customer service, and office operations needs of the local branch. This role serves as a key point of contact for visitors, employees, vendors, and internal departments, helping ensure the office runs smoothly and that location-based administrative tasks are completed accurately and on time.

This position works closely with the General Manager and central office teams to support mail handling, office organization, onboarding logistics, basic accounting support, permit coordination, customer payment handling, and first-line follow-up on outstanding invoices.

Reports To:

General Manager

Pay Type:

$19.00-$22.00 hourly, depending on experience

Location:

Durham NC

Schedule:

Monday–Friday 8:00am – 5:00pm

• Receive, sort, scan, and distribute mail, packages, and documents to the appropriate person or department
• Support local document scanning and retention procedures
• Maintain paperwork, filing, and spreadsheets accurately and on time
• Run local errands as needed (supply runs, drop-offs, shipping, bank, and similar)
• Keep common areas, supply areas, and visitor-facing spaces clean, stocked, and orderly
• Monitor and maintain office supplies and breakroom supplies, keeping costs reasonable
• Maintain bulletin boards, required postings, and branch communications

• Greet visitors, employees, and vendors in a professional and welcoming manner
• Answer calls made to the branch, take messages, route calls, and handle basic customer questions
• Provide a professional first impression for every caller and visitor (in our business, an incoming call is often a potential job, so calls get handled promptly and well)

• Track open invoices and follow up on outstanding balances as part of first-line invoice follow-up
• Receive customer payments made at the branch, including checks, and process or route them according to company procedures
• Record payments and keep AR records current and accurate
• Reconcile customer accounts and resolve routine billing questions
• Document collection follow-up activity, and elevate aging, disputed, or sensitive accounts to the appropriate manager or central office before they become a real problem

• Assist with fleet paperwork, fuel cards, keys, badges, and equipment checkout logs
• Assist with coordinating and maintaining records of uniform, PPE, and company-issued item distribution

• Provide administrative support to the General Manager and local team as needed
• Coordinate local meetings, meals, trainings, and employee events, including scheduling, setup, supplies, and related logistics
• Follow established company procedures for handling documents, payments, and confidential customer and business information
• Communicate professionally with employees, customers, vendors, and internal departments
• Identify office needs, process gaps, or recurring issues and bring them to the attention of the General Manager
• Perform other related duties as assigned

• High school diploma or equivalent
• Organized and detail oriented, especially with numbers and records
• Dependable and able to manage multiple tasks, interruptions, and competing priorities without dropping the ball
• Able to accurately handle payments, checks, and related documentation according to company procedures
• Able to handle confidential customer, employee, and business information appropriately
• Basic computer skills, including email, document scanning, data entry, spreadsheets, and company systems
• Good phone manner and customer-facing communication, in person and by phone
• Valid driver's license and reliable transportation for local errands, subject to company driving and insurance requirements
• Able to work in person at our Durham office during regular business hours

• Prior administrative, office coordination, receptionist, customer service, or AR experience
• Experience in construction, trades, home services, or a branch-based business environment
• Experience with accounts receivable,…