Job Description: Office Manager

Position Summary

The Branch Office Coordinator supports the daily administrative, customer service, and office operations needs of the local branch. This role serves as a key point of contact for visitors, employees, vendors, and internal departments, helping ensure the office runs smoothly and that location-based administrative tasks are completed accurately and on time.

This position works closely with the General Manager and central office teams to support mail handling, office organization, onboarding logistics, basic accounting support, permit coordination, customer payment handling, and first-line follow-up on outstanding invoices.

Reports To: General Manager
Pay Type: $19.00-$22.00 hourly, depending on experience
Location: Durham NC
Schedule: Monday–Friday 8:00am – 5:00pm 

Core Responsibilities

General Office and Administrative

• Receive, sort, scan, and distribute mail, packages, and documents to the appropriate person or department
• Support local document scanning and retention procedures
• Maintain paperwork, filing, and spreadsheets accurately and on time
• Run local errands as needed (supply runs, drop-offs, shipping, bank, and similar)
• Keep common areas, supply areas, and visitor-facing spaces clean, stocked, and orderly
• Monitor and maintain office supplies and breakroom supplies, keeping costs reasonable
• Maintain bulletin boards, required postings, and branch communications

Phone and Front Desk

• Greet visitors, employees, and vendors in a professional and welcoming manner
• Answer calls made to the branch, take messages, route calls, and handle basic customer questions
• Provide a professional first impression for every caller and visitor (in our business, an incoming call is often a potential job, so calls get handled promptly and well)

Accounts Receivable and Customer Payments

• Track open invoices and follow up on outstanding balances as part of first-line invoice follow-up
• Receive customer payments made at the branch, including checks, and process or route them according to company procedures
• Record payments and keep AR records current and accurate
• Reconcile customer accounts and resolve routine billing questions
• Document collection follow-up activity, and escalate aging, disputed, or sensitive accounts to the appropriate manager or central office before they become a real problem

Fleet and Equipment Administration

• Assist with fleet paperwork, fuel cards, keys, badges, and equipment checkout logs
• Assist with coordinating and maintaining records of uniform, PPE, and company-issued item distribution

General Support

• Provide administrative support to the General Manager and local team as needed
• Coordinate local meetings, meals, trainings, and employee events, including scheduling, setup, supplies, and related logistics
• Follow established company procedures for handling documents, payments, and confidential customer and business information
• Communicate professionally with employees, customers, vendors, and internal departments
• Identify office needs, process gaps, or recurring issues and bring them to the attention of the General Manager
• Perform other related duties as assigned

Required Qualifications

• High school diploma or equivalent
• Organized and detail oriented, especially with numbers and records
• Dependable and able to manage multiple tasks, interruptions, and competing priorities without dropping the ball
• Able to accurately handle payments, checks, and related documentation according to company procedures
• Able to handle confidential customer, employee, and business information appropriately
• Basic computer skills, including email, document scanning, data entry, spreadsheets, and company systems
• Good phone manner and customer-facing communication, in person and by phone
• Valid driver's license and reliable transportation for local errands, subject to company driving and insurance requirements
• Able to work in person at our Durham office during regular business hours

Preferred Qualifications

• Prior administrative, office coordination, receptionist, customer service, or AR experience
• Experience in construction, trades, home services, or a branch-based business environment
• Experience with accounts receivable, invoice follow-up, or payment handling
• Familiarity with field service or accounting software (for example QuickBooks, ServiceTitan, or similar)
• Bilingual English and Spanish skills are a plus

Physical Requirements

The employee must be able to perform the essential functions of the position with or without reasonable accommodation.

• Sitting, standing, walking, bending, reaching, and using a computer or phone for extended periods
• Lifting, carrying, or moving routine office supplies, packages, and files up to 30 pounds
• Navigating office areas, storage areas, and common spaces
• Driving locally for business-related errands as needed

Work Environment and Local Travel

• This role may require occasional local travel during the workday to run errands, deliver or pick up documents, obtain supplies, or visit shipping locations
• This role involves frequent interaction with employees, visitors, vendors, customers, and internal departments
• The workday may include interruptions, shifting priorities, phone calls, document handling, and time-sensitive administrative requests

Equal Opportunity Employer

We are an equal opportunity employer. We are committed to fostering a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by federal or state law.

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