Office Manager

Owl Services LLC; Brooks (KY); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

10 Paid Holidays

Flexible Time Off

401(k) Company Match

Health, Dental, and Vision Insurance

HSA and FSA

Disability & Occupational Accident Ins

Company-Paid Life Insurance Policy

Employee Assistance Program (EAP)

World-class paid training program for你

Job summary

Owl Services LLC in Kentucky is seeking an Office Manager to provide administrative, customer service, scheduling, and operational support ensuring efficient branch operations. You will be a key contact for customers, technicians, and internal teams while handling compliance scheduling, invoicing, dispatch coordination, and financial administration.

The role emphasizes accuracy, multitasking, and teamwork in a fast-paced environment, with responsibilities from processing invoices to maintaining

Qualifications

• Associate degree in Business, Accounting, Finance or related field or equivalent experience.
• Experience in administrative, customer service, dispatching, scheduling, or office management 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 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 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.

Skills

Microsoft Office

Salesforce

ERP systems

Communication

Organization

Time management

Education

Associate degree in Business/Accounting/Finance or equivalent

Tools

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.

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.