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Office Manager
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Barrier Access
Naples, FL (In Person)
$41,600 Salary, Full-Time
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Job Description
Position Summary Barrier Access is seeking a highly organized, customer-focused Office Manager to serve as the operational backbone of our team. This role is central to delivering an outstanding customer experience while keeping day-to-day business functions running smoothly. The ideal candidate is highly organized and customer-friendly and thrives in a fast-paced environment, communicates clearly and professionally, and takes ownership of their responsibilities from start to finish. Key ResponsibilitiesCustomer Support Answer inbound customer calls promptly and professionally, serving as the primary point of contact for inquiries. Provide knowledgeable product and service support, resolving customer questions and concerns. Follow up with customers proactively to ensure satisfaction and maintain strong relationships. Sales & Order Administration Prepare accurate estimates and convert approved quotes into sales orders in QuickBooks. Track open orders and proactively communicate status updates to customers as needed. Coordinate with the team to ensure orders are fulfilled accurately and on time. Invoicing & Accounts Receivable Generate and send customer invoices upon order completion or at agreed billing terms. Monitor accounts receivable and follow up on outstanding balances. Record payments and reconcile transactions in QuickBooks. Purchasing Place purchase orders with suppliers to replenish inventory and fulfill customer orders. Track incoming shipments and reconcile received goods against purchase orders. Maintain positive vendor relationships and communicate discrepancies promptly. Pick, Pack & Ship Accurately pick and pack small parcel orders for outbound shipment. Generate shipping labels, coordinate carrier pickups, and ensure timely dispatch. Verify order accuracy before shipment and resolve any discrepancies. Bookkeeping Maintain accurate financial records including income, expenses, and vendor payments in QuickBooks. Reconcile bank and credit card accounts on a regular basis. Assist with month-end close and provide financial reports as requested. QualificationsRequired Proficiency with QuickBooks (Desktop or Online), including estimates, sales orders, invoicing, purchase orders, and bank reconciliation. Strong verbal and written communication skills with a customer-first mindset. Highly organized with the ability to manage multiple priorities and deadlines simultaneously. Detail-oriented with a commitment to accuracy in financial and order documentation. Comfortable with the physical aspects of the role, including picking, packing, and shipping small parcels. Proficiency with Microsoft Office or Google Workspace. Preferred Experience in a distribution, supply, or e-commerce industry environment. Familiarity with shipping platforms such as ShipStation, UPS WorldShip, or FedEx Ship Manager. Prior experience in a small business setting where wearing multiple hats is the norm. What We Offer A collaborative, close-knit team environment. Competitive compensation commensurate with experience. The opportunity to take real ownership and make a meaningful impact on daily operations.