Office Manager

Socket.dev; Brooks (KY); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Paid holidays

Flexible time off

401(k) match

Health insurance

HSA/FSA

Disability insurance

Life insurance

EAP

Training program

Job summary

OWL Services in Brooks, KY is seeking an Office Manager to provide administrative and operational support across branch activities, ensuring smooth customer service, scheduling, invoicing, and compliance tasks.

You will serve as a primary contact for customers, technicians, and internal teams, coordinating dispatch, service appointments, work orders, and documentation while maintaining accuracy and timely reporting.

Qualifications

• Associate degree preferred or equivalent combination of education and experience.
• Administrative, customer service, dispatching, scheduling, or office management experience preferred.
• Experience supporting service, construction, maintenance, petroleum, compliance, or field service operations is a plus.

Responsibilities

• Answer incoming phone calls and service requests, providing professional customer support.
• Monitor and respond to customer inquiries via phone, email, and other platforms.
• Coordinate communications regarding technician scheduling, service appointments, and project updates.
• Assist with dispatching and routing technicians to maximize efficiency and satisfaction.
• Enter, maintain, and schedule compliance inspections and service appointments.
• Upload compliance documentation and inspection records to portals.
• Prepare, review, and manage work orders, service documentation, and records.
• Review timesheets and work order information for accuracy.
• Process invoices and distribute compliance results and reports.
• Track COD payments and assist with weekly deposits and reconciliation.
• Process cash, checks, and card transactions; manage documentation.
• Manage employee credit card receipt collection and recordkeeping.
• Document creation, indexing, filing, and electronic management.
• Support office operations including supplies, vendors, and organization.
• Assist with administrative projects and company events.

Skills

MS Office

Salesforce

Communication

Organization

Attention to detail

Leadership

Education

Associate degree in Business, Accounting, Finance, or related field

Tools

Salesforce

ERP systems

Job description

Who We Are

OWL Services is the premier sales, installation, program management and service provider to retail, commercial, fleet, aviation and marine, and emergency power generation companies across the U.S.

With 33 offices and distribution centers and more than 1,400 field service professionals, OWL delivers on a service platform that includes construction, compliance and testing, maintenance and repair, modernization and re-imaging, and EV charging solutions to keep businesses and people moving 24 hours a day, 7 days a week, 365 days a year.

OWL Services’ companies have received numerous awards over the years for exemplary customer service. Most recently it was the recipient of EVgo’s Deployment Excellence Award in its first-ever class of awardees in the National EV Charging Recognition Program.

Come join us! For more information visit OWLServices.com and follow us on LinkedIn.

The Role:

The Office Manager provides administrative, customer service, scheduling, and operational support to ensure efficient branch operations. This role serves as a key point of contact for customers, technicians, and internal teams while assisting with compliance scheduling, invoicing, dispatch coordination, office management, and financial administration.

Responsibilities:

• Answer incoming phone calls and service requests, providing professional customer support.
• Monitor and respond to customer inquiries received through phone, email, and other service platforms.
• Coordinate customer communications regarding technician scheduling, service appointments, and project updates.
• Assist with dispatching and routing technicians to maximize efficiency and customer satisfaction.
• Enter, maintain, and schedule compliance inspections and service appointments within company systems.
• Upload compliance documentation and inspection records to state and customer portals.
• Prepare, review, and manage work orders, service documentation, and related records.
• Review timesheets and work order information for accuracy and completeness.
• Process customer invoices and distribute compliance results and reports as requested.
• Track cash-on-delivery (COD) payments and assist with weekly deposit preparation and reconciliation.
• Process cash, check, and credit card transactions and maintain supporting documentation.
• Manage employee credit card receipt collection and recordkeeping.
• Perform document creation, indexing, filing, and electronic document management.
• Support office operations, including ordering supplies, coordinating facility vendors, and maintaining office organization.
• Assist with administrative projects, branch events, employee activities, and company functions.
• Provide backup support to other administrative staff during absences and peak workloads.
• Perform other administrative and operational duties as assigned.

Qualifications:

• Associate degree in Business, Accounting, Finance, or a related field preferred, or equivalent combination of education and experience.
• Administrative, customer service, dispatching, scheduling, or office management experience preferred.
• Experience supporting service, construction, maintenance, petroleum, compliance, or field service operations is a plus.

Knowledge, Skills, and Abilities:

• Strong proficiency with Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Experience with Salesforce, service management, or ERP systems preferred.
• Excellent verbal and written communication skills with a professional customer-focused demeanor.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• High level of accuracy and attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving skills and a proactive approach to customer and operational support.
• Positive attitude, team-oriented mindset, and commitment to delivering excellent service.
• Demonstrated leadership potential and willingness to take ownership of responsibilities.

Compensation and Benefits

• 10 Paid Holidays
• Flexible Time Off
• 401(k) Company Match
• Health, Dental, and Vision Insurance
• HSA and FSA
• Disability & Occupational Accident Insurance
• Company-Paid Life Insurance Policy
• Employee Assistance Program (EAP)
• World-class paid training program for you to learn the skills for long term career success.