Office Manager Mon-Friday 8a-4:30p $40,000-$50,000 This position could be part-time for the right person!

POSITION SUMMARY

Our Louisburg, KS client is seeking a dependable, organized, and resourceful Office Manager to help operate their growing electrical-safety engineering and consulting business. Because they are a small company, this position will wear several hats. The Office Manager will coordinate daily office operations, keep billing and accounts receivable moving, schedule field projects, establish new customers and jobs, maintain accurate business records, and help leadership and traveling technical personnel stay organized. The right person will be comfortable taking ownership, learning our processes, and shifting priorities when project needs change. MUST have Quickbooks experience!

KEY RESPONSIBILITIES

Billing, Accounting Support, and Financial Administration Prepare and issue customer invoices accurately and on schedule. Monitor accounts receivable, follow up professionally on outstanding balances, and maintain collection notes. Enter and maintain transactions, customer records, and supporting documentation in QuickBooks. Coordinate accounts payable, recurring bills, check preparation, expense reimbursements, and credit-card documentation. Assist with purchase orders, vendor records, W-9s, certificates of insurance, and other customer or vendor requirements. Provide organized financial records and reports to company leadership and the outside accountant or CPA. Project Scheduling and Job Coordination Schedule arc-flash assessments, electrical-safety training, thermography, and other customer projects. Coordinate dates with customers, engineers, technicians, trainers, and company leadership. Create new jobs in the company's systems and confirm that scope, purchase order, billing contact, site contact, location, and required documents are complete. Maintain the master project calendar and communicate schedule changes promptly. Support travel coordination and provide field personnel with the information needed before each assignment. Track project milestones, deliverables, invoicing status, and follow-up items. Customer Setup and Service Set up new customers in QuickBooks, Salesforce or other company systems, and maintain accurate contact and billing information. Complete customer vendor-registration portals and coordinate requested insurance, tax, banking, and safety documentation. Answer incoming calls and email, route technical questions appropriately, and provide timely professional follow-up. Prepare proposals, service agreements, purchase-order documentation, and routine customer correspondence as directed. Maintain positive working relationships with customers, vendors, and internal team members. Office and Administrative Operations Manage day-to-day office workflow, records, supplies, mail, and document organization. Maintain administrative procedures, contact lists, account information, renewal dates, and recurring deadlines. Support employee onboarding, benefit and insurance paperwork, training records, and other confidential personnel files. Help maintain business platforms and accounts such as Microsoft 365/email, Salesforce, QuickBooks/Intuit. Identify missing information, process gaps, or overdue tasks and follow them through to completion. Provide flexible administrative support to leadership and technical staff as business needs change.

QUALIFICATIONS

Three or more years of office management, bookkeeping, project coordination, or senior administrative experience preferred. Working knowledge of QuickBooks, including invoicing, customer records, accounts receivable, and basic financial reporting. Strong Microsoft Word, Excel, Outlook, calendar, and general computer skills. Excellent organization, attention to detail, written communication, and professional telephone skills. Ability to manage multiple jobs, deadlines, and interruptions without losing track of follow-up items. Sound judgment and discretion when handling financial, customer, employee, and company-confidential information. Comfort working independently, asking questions, documenting procedures, and taking ownership of results. This position could be either full time or part time for the right person!

Pay:

$40,000.00 - $50,000.00 per year

Benefits:

Flexible schedule

Work Location:

In person