Office Manager

Office Manager

We are looking for an organized and proactive Office Manager to support daily operations in White Plains, New York. This position plays a central role in keeping administrative workflows efficient, supporting client service activities, and ensuring strong coordination across scheduling, billing, and staff oversight. The ideal candidate brings sound judgment, strong communication skills, and the ability to manage multiple priorities in a fast-paced office environment.

Responsibilities:

• Lead, coach, and monitor the administrative team to maintain efficient office operations and consistent service quality.
• Partner with sales staff to develop tailored client proposals and ensure supporting documentation is accurate and complete.
• Manage incoming requests, email communications, meeting logistics, and conference call scheduling for day-to-day business activities.
• Oversee account follow-up activities, including receivables tracking, collection outreach, and regular review of outstanding balances.
• Facilitate recurring meetings focused on accounts receivable and administrative planning to align priorities and distribute workload effectively.
• Maintain sales calendars, prepare work orders, support daily operational recaps, and coordinate client scheduling and appointment notifications.
• Administer customer records, office files, and payment processing while keeping information current and well organized.
• Support payroll reporting, monthly invoicing, budget preparation for selected clients, office purchasing, license renewals, and month-end close activities as needed.
• Provide operational support for the Plant Health Care function, including report review, work order preparation, contract approvals, prepayment handling, and client communication backup.
• Participate in daily leadership updates to address customer concerns, review billing completion, and monitor proposals awaiting approval.