Office Manager

We are looking for an Office Manager for our Gilmer, TX office. As the Office Manager, you will ensure the smooth day-to-day operations of Skynet’s office and support our team in delivering great service. This is a multifaceted role ideal for someone organized, personable, and proactive. You’ll coordinate administrative activities, manage customer account records, assist with billing, schedule and dispatch service appointments, and serve as a central point of contact for staff and customers alike.

In a small but growing company, our Office Manager wears many hats – from answering phone calls and greeting visitors, to bookkeeping and HR paperwork. If you have strong organizational skills and enjoy keeping an office running efficiently, this position is for you. (This is a full-time, on-site role in Gilmer. Typical business hours; no travel required beyond occasional local errands.)

Administrative Oversight:
Coordinate office activities and ensure efficient operations. This includes managing office supplies, handling mail, and keeping the office space organized. Develop or improve office procedures as needed for efficiency and compliance with company policies.

Reception & Communication:
Serve as the first point of contact for the company. Answer incoming phone calls and emails from customers courteously and professionally. Address general inquiries about our services, take messages, or direct calls to the appropriate technician/department. Greet any walk-in customers or visitors to the office and assist them or notify appropriate staff.

Scheduling & Coordination:
Work closely with the technical team to schedule customer installations and service appointments. Maintain the installation calendar, making sure technicians have a clear agenda and customers are reminded of appointments. If there are changes (e.g., weather delays for tower work or a customer reschedule), communicate updates to all parties and adjust the schedule accordingly.

Customer Accounts & Billing:
Assist in customer account management. This involves entering new customer details into our billing system, updating contact information, and helping customers with billing questions. Prepare and send out monthly invoices or bills for services (if using an automated billing software, oversee that it’s running correctly). Process customer payments and record them (including handling any cash/check payments that come to the office).

Work with our accounting software (e.g., Quick Books or similar) to record expenses and revenues as needed.

Record-Keeping & Reporting:
Maintain various company records – from customer service agreements to inventory logs. Keep track of equipment stock (routers, radios) and alert the team when supplies need reordering. File and organize documents, whether physical or digital, for easy retrieval. Assist with preparing simple reports, such as monthly subscriber counts, billing summaries, or expense reports for management review.

HR & Onboarding Support:
Coordinate new hire paperwork and orientation for any new employees. This might include preparing employment contracts, setting up files for each employee, explaining basic office policies, and ensuring they complete any required forms (tax forms, direct deposit, etc.). Keep track of staff PTO/vacation requests and office attendance records. You’ll also liaise with payroll (if outsourced or done by accounting) to provide any needed info.

Office Budget & Vendor Management:
Help monitor office-related expenses and adhere to an office budget. For example, track spending on supplies or utilities. Work with vendors for office needs – like office equipment maintenance, supply orders, or facility services. Compare prices and make…