Office Manager

Jobot; City of Syracuse (NY); On-site; USD 71,635,000 - 100,289,000; Full time

Job summary

Jobot in Syracuse is seeking an Office Coordinator to keep a busy branch running smoothly. You’ll handle calls, invoices, payroll, and inventory, logging service requests, routing work, and processing billing in QuickBooks.

This role blends customer service, bookkeeping, and operations, offering exposure to KPI reporting, job costing, and cross-department teamwork in a hands-on environment.

Qualifications

• Experience in customer service and office management.
• Experience with QuickBooks or similar small-business accounting.
• Strong organizational and multitasking skills.
• Proficiency with Microsoft Office (Excel/Word/Outlook).

Responsibilities

• Answer incoming calls and direct inquiries.
• Process service orders with clear communication.
• Share responsibility for after-hours line on rotation.
• Receive, sort, and route mail; manage outbound shipments.
• Invoice customers accurately and process payroll; maintain job cost docs in QuickBooks.
• Submit third-party portal billing and prepare job cost worksheets.
• Track branch KPIs and assist with backlog reconciliation.
• Support monthly inventory counts and job cost tracking.

Skills

Customer service

Office administration

Bookkeeping

Multitasking

Microsoft Office

Tools

QuickBooks

Job description

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's 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.

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