Office Manager / Operations Coordinator Hi-Tech Cleaning & Restoration Yonkers, NY Job Details Full-time $70,000 - $80,000 a year 16 hours ago Benefits Paid time off Retirement plan Qualifications Customer communication Confidential information handling Spreadsheets Administrative experience QuickBooks Productivity software Full Job Description About the Company Hi-Tech is an established commercial cleaning and restoration company serving clients throughout the New York metropolitan area. We are a small, experienced team that handles a wide range of commercial cleaning, water-damage restoration, emergency response, construction-related cleanup, and property-service projects. We are seeking a dependable, organized, and resourceful Office Manager / Operations Coordinator to help manage the daily administrative and operational needs of the company. This position is ideal for someone who is comfortable managing multiple responsibilities, communicating with customers and employees, working independently, and solving everyday problems without needing constant supervision. Overview The Office Manager / Operations Coordinator will support company leadership, field employees, customers, vendors, insurance professionals, and property-management clients. The successful candidate must be able to prioritize competing responsibilities, maintain accurate records, communicate professionally, and follow tasks through to completion. Experience in the restoration, construction, commercial cleaning, property-management, or insurance-claims industries is strongly preferred. Primary Responsibilities Answer and direct incoming telephone calls and emails. Communicate with customers, property managers, vendors, employees, and insurance representatives. Schedule employees, service appointments, inspections, and projects. Prepare and maintain customer files, job records, contracts, reports, invoices, and supporting documentation. Assist with accounts receivable, accounts payable, invoicing, payment tracking, and basic bookkeeping. Enter and maintain information in QuickBooks. Prepare spreadsheets, reports, schedules, and administrative documents using Microsoft Excel and Word. Assist with payroll preparation, employee records, time sheets, and related documentation. Track open projects, customer requests, outstanding invoices, work orders, and follow-up items. Request and maintain Certificates of Insurance, vendor documents, permits, licenses, and compliance records. Assist with insurance restoration files, estimates, photographs, documentation, and claim-related correspondence. Use or learn Xactimate for estimating and restoration-related documentation. Order supplies and coordinate with vendors and subcontractors. Support company leadership with administrative, operational, and customer-service needs. Identify problems, communicate concerns promptly, and help keep projects moving forward. Required Qualifications Previous office administration, operations coordination, or office-management experience. Strong organizational and multitasking abilities. Professional written and verbal communication skills. Proficiency with Microsoft Excel, Word, email, and general office technology. Experience using QuickBooks. Ability to work independently and manage priorities. Strong attention to detail and follow-through. Ability to handle confidential company, employee, and customer information. Reliable attendance and punctuality. Professional and respectful demeanor. Preferred Qualifications Experience in water, fire, mold, emergency restoration, construction, commercial cleaning, or property services. Experience using Xactimate. Familiarity with insurance claims and restoration documentation. Experience with payroll preparation, invoicing, collections, or accounts receivable. Experience scheduling field employees or service technicians. Familiarity with certificates of insurance, compliance documents, and vendor management. Bilingual English and Spanish is helpful but not required. Ideal Candidate The ideal candidate is someone who: Takes ownership of responsibilities. Can manage several tasks without becoming overwhelmed. Keeps accurate records. Communicates clearly and professionally. Notices what needs to be done and follows through. Is comfortable working in a small-business environment. Can adapt when priorities change. Understands that no two days in restoration and property services are exactly the same. Compensation and Benefits Compensation will be based on experience, qualifications, and industry knowledge. Benefits and employment terms will be discussed during the interview process.

Range:

$70,000 to $80,000 with plenty of opportunity to grow with the company. Schedule Full-time Monday through Friday On-site position in Yonkers, New York Occasional schedule flexibility may be required based on emergency restoration activity How to Apply Please submit your résumé along with a brief explanation of your experience with: QuickBooks Microsoft Excel Office administration or operations Restoration, construction, cleaning, property management, or insurance claims Xactimate, if applicable Submit to: Qualified candidates will be contacted to schedule an interview. Hi-Tech is an equal opportunity employer. Employment decisions are based on qualifications, experience, reliability, and the needs of the business. Join us as an Office Manager / Operations Coordinator to lead our administrative excellence! Bring your energy, organization skills, and passion for operational success to create an inspiring workplace where teams thrive!

Pay:

$70,000.00 - $80,000.00 per year

Benefits:

Paid time off Retirement plan People with a criminal record are encouraged to apply

Work Location:

In person