Office Manager

Purchasing and vendor coordination, general office administration, and day-to-day bookkeeping support across the US business.

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Dolphin Solutions designs, manufactures, supplies, and installs custom wash-wall systems for commercial construction and fit-out clients across the United States.

To keep Dolphin Solutions USA's day-to-day office, purchasing, and bookkeeping operations running smoothly — acting as the first point of contact and gatekeeper for the office, the primary purchasing coordinator for small tools, supplies, and accessory orders, and a hands-on support resource for basic bookkeeping and administrative finance tasks across the US team. This is a broad, generalist role suited to someone comfortable juggling purchasing, vendor follow-up, general office administration, and finance-adjacent admin work in a single day, in a fast-paced environment.

• Create and process purchase orders for hand tools, office/operational supplies, beverages, and other small item requirements — reviewing requests, verifying quantities and vendor information, and retaining order confirmations.
• Follow up with vendors on open purchase orders, monitor outstanding shipments and deliveries, track shipments, identify delays, and communicate updated delivery statuses to the relevant team members.
• Coordinate and process accessory and small-item orders, including preparing shipment information and tracking through delivery.
• Prepare and organize shipping documentation, ensuring accuracy and coordinating with freight providers as needed.
• Review packing lists and receiving documentation, organize by project, and maintain accurate, up-to-date records across the company's project tracking systems (e.g., Smartsheet, Asana).
• Support general purchasing needs across the business as they arise, balancing cost, vendor reliability, and delivery timing.

• Communication Management: coordinate emails, correspondence, and phone calls; act as a gatekeeper and primary point of contact for the office.
• Serve as the first point of contact for visitors, vendors, and incoming calls, directing inquiries to the right person promptly.
• Documentation: prepare professional reports, business presentations, and letters as required.
• Support document control, filing systems, and record management across the business, ensuring information is organized and easy to retrieve.
• Assist with coordination between departments to support business priorities.
• Assist with administration related to projects and operational activities for the US team.
• Support the implementation and maintenance of internal processes and systems.
• Maintain office supplies and kitchen stock and support the general upkeep of shared office spaces.
• Sort and route incoming mail and packages to the appropriate person and handle general correspondence.
• Comply with Company policies, procedures, and lawful instructions at all times.
• Provide general administrative and office support as required; undertake additional duties reasonably required to meet business needs.
• Support basic bookkeeping tasks in Quick Books, including printing and preparing checks after verification of required documentation, and processing deposits.
• Assist Finance/HR with accounts payable-related administrative tasks (e.g., logging invoices, tracking payment status) as directed.
• Maintain accurate, up-to-date financial and purchasing records in support of the Finance/HR function.

• Proactivity:
  Anticipating needs before they arise, particularly in scheduling and travel logistics.
• Operational Efficiency:
  Maintaining a clean and tidy organization of information and…