Office Manager

GASJACK Group; City of Rochester (NY); On-site; USD 40,000 - 80,000; Full time

Job summary

Join a forward-thinking company as an Office Manager, where your organisational prowess and proactive mindset will shine. In this dynamic role, you will oversee daily operations, manage communications, and coordinate team efforts to enhance productivity. Your ability to multitask and maintain a customer-first approach will be crucial in ensuring smooth workflows. This is a fantastic opportunity to contribute to a collaborative environment that values initiative and teamwork. If you are ready to make a meaningful impact, we would love to hear from you!

Qualifications

• Proven experience in office coordination or administrative support.
• Strong organisational and communication skills are essential.

Responsibilities

• Manage daily office operations and support team coordination.
• Oversee social media accounts and maintain professional communication.

Skills

Organisational Skills

Communication Skills

Multitasking

Customer Service

Social Media Management

Education

Experience in Office Coordination

Proficiency in Microsoft Office Suite

Experience with Xero

Tools

Microsoft Office Suite

Xero

Job description

Job Title: Office Manager

About Us:

We’re a growing company focused on delivering top-quality service and customer experience. We’re looking for an organised, proactive, and friendly individual to manage daily office operations, support our team, and keep things running smoothly across departments. If you’re a great multitasker who thrives in a fast-paced environment and enjoys variety in your workday, we’d love to meet you.

Key Responsibilities:

Administrative & Office Management

• Manage and respond to emails, escalating urgent matters directly.
• Greet office visitors and manage inbound/outbound mail.
• Maintain and organise office supplies and oversee any office upgrades.
• Schedule and coordinate team meetings, interviews, and transport as needed.

Team & Workflow Coordination

• Keep the office calendar up to date, ensuring staff schedules are clear and tasks are assigned effectively.
• Monitor staff workload and performance, reporting issues to management promptly.
• Support holiday/leave management by coordinating with HR and the bookkeeper.

Social Media & Communications

• Manage company social media accounts (LinkedIn, Instagram, Facebook), ensuring consistent, brand-aligned content is posted.
• Collaborate with leadership on content planning and post approvals.
• Maintain clear and professional communication with customers, including responding to inquiries, updates, and follow-ups.

Customer Service & Invoicing

• Provide prompt quotations and ensure pricing details are clear before any work begins.
• Confirm emergency service charges with customers and manage expectations.
• Assist in invoice preparation and review customer history using Xero.
• Encourage satisfied clients to leave positive reviews.

Procurement & Materials Management

• Order supplies and materials at competitive prices.
• Ensure timely delivery to avoid delays in service or workflow.

Reporting & Documentation

• Maintain centralised filing of contracts, communications, and key business documents.
• Produce weekly or bi-weekly reports on performance metrics, team output, and customer satisfaction.

Qualification & Experience:

• Previous experience in office coordination, operations, or administrative support.
• Proficiency in Microsoft Office Suite; experience with Xero is a plus.
• Strong organisational and communication skills.
• Ability to multitask, prioritise, and proactively solve problems.
• Friendly, approachable demeanour with a customer-first mindset.
• Experience managing social media content is highly desirable.

Why Join Us?

• We value initiative, clear communication, and teamwork. This is an opportunity to play a central role in a collaborative, high-performance environment where your work makes a direct impact on our success and client satisfaction.

Salary on Application - depending on experience.

Please send us your CV & covering letter.