Office Manager & Client Coordinator Position Available In Lycoming, Pennsylvania

Office Manager & Client Coordinator JDV Contracting llc Williamsport, PA 17701 Overview We are a small business, specializing in stone fabrication, tile, sales and installation for kitchen and bath. We are seeking a highly organized and proactive Office Manager & Client Coordinator to be the backbone of our operations. This pivotal role works closely with the business owner, managing the day-to-day functions of the office and showroom, ensuring seamless customer experiences, and supporting our construction and sales processes. The ideal candidate will be a meticulous organizer, an excellent communicator, and comfortable managing a variety of responsibilities in a fast-paced environment. If you thrive on keeping things running smoothly and enjoy interacting directly with clients, we encourage you to apply.

Key Responsibilities Client & Showroom Management:

Serve as the primary point of contact for clients and potential customers, both in person within our showroom and via phone/email. Provide a welcoming and professional experience for all visitors, assisting with initial inquiries and showcasing our stone and tile products. Maintain an organized and inviting showroom environment, including occasional light cleaning (dusting, sweeping, organizing displays)

Operational & Administrative Oversight:

Manage and organize comprehensive customer information and project documentation. Coordinate material orders, including communication with suppliers and tracking deliveries. Schedule and manage installation appointments for residential and commercial construction projects. Process accounts payable by paying invoices and tracking expenses. Handle accounts receivable, including collecting deposits and final payments from customers, and accurately documenting all transactions. Generate and manage work orders for commercial clients. Maintain organized electronic and physical filing systems for all business records. Ensure the office runs smoothly and efficiently, anticipating needs and proactively addressing operational requirements for the business owner.

Financial & Data Management:

Utilize QuickBooks for financial record-keeping, billing, invoicing, and payment processing. Prepare and manage documents, spreadsheets, and correspondence using Microsoft Office Suite (Word, Excel) and Google Suite (Gmail, Docs, Sheets).

Communication & Support:

Handle incoming calls and emails, providing accurate information and directing inquiries as needed. Collaborate closely with the business owner, acting as a critical support in all daily operations. Manage calendars and schedules as required for installations and client meetings.

Skills & Qualifications Proven Experience:

Demonstrated experience in an office management, administrative, or highly organized coordination role, preferably within a small business environment.

Exceptional Organizational Skills:

Superior ability to manage multiple priorities, maintain meticulous records, and keep track of numerous details.

Customer-Focused:

Personable, patient, and professional demeanor with strong customer service skills for both in-person and remote interactions.

Communication Proficiency:

Excellent written and verbal communication skills, comfortable on the phone and interacting directly with diverse individuals. Ability to write professional emails to customers and vendors, write up quotes and invoices based on notes and drawings (after training). Proactively updating customers on the status of their projects via phone and/or email.

Tech Savvy:

Proficient in Microsoft Office Suite (Word, Excel) for document creation, data management, and correspondence and Google Suite (Gmail, Docs, Sheets). Competence in QuickBooks for financial transactions and record-keeping. Ability to learn and adapt to new software and systems quickly, including online vendor portals and online work orders. Use and occasionally help troubleshoot the printer / copier, use Windows 11 office computer.

Independent & Proactive:

Ability to work independently, prioritize tasks effectively, and maintain productivity without constant supervision.

Problem-Solver:

Resourceful and willing to take initiative to resolve issues and streamline processes.

Detail-Oriented:

A keen eye for accuracy in all tasks, from data entry to financial documentation. Construction/Industry Familiarity (helpful): While not required, some familiarity with construction processes, materials (especially stone/tile), or scheduling in a trade-related business would be beneficial.

Physical Requirements:

Ability to perform occasional light cleaning and maintain an organized showroom/office space. Join our dynamic team and play a key role in the success of our growing business! Your contributions will be central to our operations and client satisfaction.

Job Types:

Full-time, Part-time Pay:

$18.00 – $20.00 per hour

Schedule:

4 hour shift 8 hour shift Day shift

Work Location:

In person