Job Description Job Description
Position Overview
As our Office Manager, you'll be an integral part of operations-supporting administrative functions, coordinating projects, assisting customers, and ensuring accuracy across financial and operational processes. This role is ideal for someone who is detail-oriented, dependable, and takes initiative.
Key Responsibilities
Administrative & Customer Support
- Provide professional, friendly support by answering calls and assisting customers
- Gather project details and assign leads to the appropriate team members
- Maintain office organization and ensure a clean, efficient workspace
- Order and manage office supplies
Operations & Project Coordination
- Set up, track, and update jobs within QuickBooks and job tracking system.
- Enter approved estimates, purchase orders, and job details
- Monitor project status and ensure timely job completion and closure
- Maintain accurate records and documentation
Financial & Account Management
- Process bank deposits
- Support accounts payable and receivable functions
- Reconcile petty cash and review expense postings
- Manage vendor invoices and resolve discrepancies
Compliance & Documentation
- Prepare and manage Certificates of Insurance (COIs), W-9s, NTOs, and lien releases
- Maintain organized digital and physical filing systems
- Track and manage safety training documentation
Vendor Coordination
- Communicate with vendors regarding orders, invoices, deliveries, and service issues.
- Manage vendor invoices and assist with resolving billing discrepancies.
- Coordinate purchasing and track order status as needed.
- Maintain vendor records, W-9s, and related documentation.
Human Resources & Team Support
- Assist with recruiting, job postings, interview scheduling, and candidate communication.
- Coordinate onboarding and employee orientation.
- Maintain employee records, certifications, licenses, and training documentation.
- Track employee time adjustments, PTO requests, and attendance records.
- Assist with payroll preparation and timekeeping verification.
- Coordinate training schedules, safety meetings, and company events.
- Support employee engagement initiatives and company culture programs.
Additional Duties
- Assist to coordinate vehicle documentation, inspections, and maintenance scheduling
- Assist with general office and operational improvements
Qualifications
- Required: QuickBooks Desktop experience (2 years minimum)
- Required: Strong organizational, multitasking, and time management skills
- Required: Excellent communication and customer service abilities
- Required: Proficiency in Microsoft Office (Excel, Word, Outlook)
- Required: Office Manger experience (2 years minimum)
- Required: Accounts Payable & Accounts Receivable experience (2 year minimum)
- Required: Prior office management or administrative experience (2 year minimum)
- Ability to work independently and meet deadlines
Preferred
- Experience in construction, signage, or project-based industries
Company Description Gainesville Neon & Signs is looking for a highly organized Office Manager to play a key role in keeping our operations running smoothly. If you thrive in a fast-paced environment, enjoy multitasking, and want to be part of a growing, team-focused company, we'd love to hear from you. Company Description Gainesville Neon & Signs is looking for a highly organized Office Manager to play a key role in keeping our operations running smoothly. If you thrive in a fast-paced environment, enjoy multitasking, and want to be part of a growing, team-focused company, we'd love to hear from you.
