Office Manager

Office Manager Job Description

Summary
We are seeking a proactive and highly organized Office Manager to oversee daily operations, support sales and administrative functions, and help strengthen client relationships. The ideal candidate is a strong communicator, detail-oriented, and able to multitask in a fast-paced environment. This role involves client management, administrative organization, and marketing support. Responsibilities may shift periodically based on business needs.

Responsibilities

Client & Event Management (70%)

• Answer and manage high-volume phone calls and client correspondence via email.
  
   
• Book events, send contracts, and confirm client details.
• Create personalized quotes for customers. 
  
   
• Follow up with potential clients on proposals and inquiries weekly.
  
   
• Prepare organized contracts and event documentation.
  
   
• Process credit card payments, create invoices, and ensure all payments are received.
  
   
• Follow up on outstanding balances via telephone or email.
  
   
• Coordinate with companies to provide permits and insurance requests.
  
   
• Build and maintain strong client relationships by addressing requests and ensuring exceptional service.
  
   
• Conduct daily confirmation calls and update customer records to ensure accuracy.
  
   

Administrative & Organizational (20%)

• Organize, file, and maintain contracts, receipts, and essential documents.
  
   
• Implement organizational systems and procedures for client-related elements.
  
   
• Provide administrative support to the CEO and team members with additional tasks or projects.
  
   
• Communicate with management regarding customer concerns or issues.
  
   

Marketing & Public Relations (10%)

• Collaborate with the team to create and implement marketing campaigns.
  
   
• Update Facebook, Instagram, and other platforms with specials and engaging content.
  
   
• Send bi-monthly newsletters to past customers.
  
   
• Support execution of marketing strategies to boost client retention and engagement.
  
   

Qualifications

• Proven experience in office management, customer service, or a similar administrative role.
  
   
• Strong organizational skills with excellent attention to detail.
  
   
• Ability to handle high call volumes while maintaining professionalism and efficiency.
  
   
• Proficiency in Google G-Suite, Canva (or similar program) and database management systems.
  
   
• Strong written and verbal communication skills.
  
   
• Ability to multitask, prioritize, and adapt in a fast-paced environment.
  
   
• Experience with invoicing, payment processing, or bookkeeping is preferred.
  
   

Work Environment

This role requires both independent and collaborative work, balancing administrative duties with direct client interaction. The Office Manager plays a key role in ensuring smooth business operations, driving customer satisfaction, and supporting long-term client relationships.