Position Summary The Office Manager is responsible for overseeing daily administrative operations and ensuring efficient coordination between office staff, field crews, vendors, property managers, and clients. This role supports both the Tidal and Shoreline divisions by managing communications, scheduling, financial tracking, vendor coordination, and customer relations. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced service environment. Key Responsibilities Office Administration ● Manage and distribute incoming mail and correspondence. ● Issue company checks and assist with accounts payable processes. ● Maintain and track bills, payment schedules, and due dates. ● Assist with accounts receivable tracking and follow up on outstanding invoices. ● Order and maintain office supplies and operational materials. ● Maintain organized digital and physical filing systems. ● Ensure compliance with company policies and office procedures. ● Maintain office equipment and coordinate service/repairs as needed. ● Support payroll processing by compiling timesheets and employee work hours. ● Assist ownership/management with reports, documentation, and administrative projects. Tidal Division Responsibilities Communication & Customer Service ● Monitor and respond to company email (capetidal@gmail.com). ● Answer and properly route incoming phone calls. ● Serve as a primary point of contact for HOA boards, property managers, and customers. ● Manage and respond to Google reviews in a professional and timely manner. ● Send invoices and estimates prepared by property managers. ● Maintain positive client relationships and ensure service satisfaction. Scheduling & Operations Coordination ● Schedule employees and maintain updated work calendars. ● Coordinate Crew Control by: ○ Assigning jobs and tasks to appropriate employees. ○ Monitoring workflow and ensuring schedule efficiency. ○ Tracking billable hours for service calls and repairs. ○ Preparing monthly “Above and Beyond” invoices. ● Schedule all required fire inspections (alarm, sprinkler, extinguishers, city). ● Maintain and update key code logs and access records. ● Ensure inspection reports, service records, and compliance documentation are properly maintained. Shoreline Division Responsibilities Marketing & Business Support ● Manage marketing initiatives and maintain the Google Business listing. ● Monitor online presence and assist with promotional efforts. ● Track customer inquiries and follow up on leads. Order & Logistics Coordination ● Prepare and process customer orders accurately. ● Coordinate drop-off and pickup scheduling with the Tidal crew to maximize efficiency. ● Coordinate with linen cleaning vendors to ensure timely turnaround and inventory control. ● Maintain inventory records and monitor stock levels. Additional Office Manager Duties ● Develop and improve administrative procedures to enhance operational efficiency. ● Assist in budgeting support and expense tracking. ● Prepare monthly operational and financial summary reports for management. ● Support onboarding of new employees (paperwork, scheduling, orientation coordination). ● Maintain employee records and certifications. ● Ensure confidentiality of company and client information. ● Assist in vendor contract management and renewal tracking. ● Identify workflow bottlenecks and propose solutions. ● Provide backup administrative support during peak periods or staff absences. Qualifications ● 3+ years of administrative or office management experience preferred. ● Experience in service-based or property management industries is a plus. ● Strong organizational and multitasking skills. ● Excellent written and verbal communication skills. ● Proficiency in Google Workspace (Gmail, Docs, Sheets, Calendar). ● Experience with scheduling software and accounting platforms preferred. ● Ability to prioritize tasks and meet deadlines independently. ● High level of professionalism and customer service skills. Desired Traits ● Detail-oriented and highly organized ● Proactive problem solver ● Strong interpersonal skills ● Reliable and dependable ● Comfortable working in a fast-paced environment Pay Range: $15.00 – $25.00 per hour Compensation is based on experience, qualifications, and demonstrated ability to manage administrative and operational responsibilities. Benefits Package We value long-term team members and offer the following benefits: ● 401(k) Retirement Plan with company contribution/match (details provided upon hire) ● Health Insurance Options (medical plans available; employer contribution available based on eligibility) ● Paid Time Off (PTO) including vacation and personal days