Office Manager

Jobot; City of Syracuse (NY); On-site; USD 34,000 - 48,000; Full time

Job summary

Jobot is seeking an Office Coordinator to keep the Syracuse branch running smoothly, handling phones, invoices, dispatch, and general office tasks. This role blends customer service, bookkeeping, and operations in a fast-paced environment.

You will log service requests, process invoices in QuickBooks, manage payroll and job costing, and help produce weekly KPIs for the Branch Manager. A collaborative team and opportunities for growth await.

Qualifications

• Experience in customer service and office administration.
• Proficiency with QuickBooks and small-business accounting.
• Strong organizational and multitasking abilities.

Responsibilities

• Log and route service requests; manage customer calls.
• Process invoices in QuickBooks and follow up payments.
• Compile KPI numbers for the Branch Manager.
• Reconcile service order backlog and support monthly inventory counts.
• Assist with payroll, job cost documentation, and billing activities.

Skills

Customer service

Office management

Bookkeeping

Organizational skills

Multitasking

Tools

QuickBooks

Excel

Word

Outlook

Teams

Job description

Office Coordinator - Branch Administration / Keep a growing branch running like clockwork!

Salary: $25 - $35 per hour

A bit about us

If you like being the person who keeps everything running - phones, invoices, dispatch, and everything in between - this branch needs you.

Our client values a culture of teamwork, open-mindedness, and continuous improvement - a workplace built on mutual respect, growth, and positive energy in the commercial door and dock services industry.

Why join us

• A pivotal, visible role - you help keep the whole branch running smoothly.
• A collaborative team environment that rewards a positive, growth-oriented mindset.
• Real variety - customer service, bookkeeping, and operations all in one seat.
• Direct exposure to how the branch actually runs, from KPIs to job costing to customer relationships.
• A team that treats this role as central to the business, not an afterthought.

Job Details

A Day in This Role

Your morning starts with a stack of overnight service requests to log and route, plus a few calls from customers needing updates. Mid-morning you process a batch of invoices in QuickBooks and follow up on a couple of outstanding payments. After lunch, you pull together the week's KPI numbers for the Branch Manager and help reconcile a service order backlog. Before you leave, you double-check that the after-hours emergency line is set up correctly for whoever're on rotation tonight.

The Role

• Answer incoming calls, manage service inquiries, and direct callers to the right department.
• Accept and process service orders with clear, timely communication.
• Share responsibility for the after-hours emergency service response line on a rotation.
• Receive, sort, and route incoming mail; manage outbound mail and parcel shipments.
• Invoice customers accurately and promptly; process payroll and maintain job cost documentation in QuickBooks.
• Complete third-party portal submissions for billing; prepare job cost worksheets with appropriate markups.
• Track and submit branch KPIs; assist with service order backlog reconciliation.
• Support monthly inventory counts and job cost tracking.

What You Bring - Must-Haves

• Proven experience in customer service, general office management, and bookkeeping.
• Experience with QuickBooks or a similar small‑business accounting platform (invoicing, A/P, A/R, payroll).
• Strong organizational and multitasking skills with keen attention to detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook, Teams).

What You Bring - Nice-to-Haves

• Prior dispatch or service coordination experience in a field‑service/trades environment.
• Experience with third‑party billing portal submissions.
• Familiarity with job costing and markup calculations.

Career Path

Office Coordinators who take on more branch‑performance and KPI‑reporting responsibility are well‑positioned to grow into a broader Office Manager or Branch Administrator role as the branch scales.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot's policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.