Office Manager

Culligan By WaterCo; New City (NY); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

Paid Time Off

Product Discounts

Job summary

Culligan by WaterCo is seeking an Office Administrator to supervise daily office operations, oversee administrative staff, and ensure accurate records. The role supports scheduling, hiring, coaching, and policy compliance while coordinating billing, payroll, and financial reporting.

The candidate will manage customer service, billing processes, and transactions, collaborating with management to improve processes. Strong communication and organizational skills are essential.

Qualifications

• Associate or bachelor's degree in accounting, Business, Finance, Business Administration, or a related field preferred.
• Two or more years of experience in business office functions or an equivalent combination of education and relevant experience.
• Three to five years of experience in office management, finance, accounting, or a similar leadership role preferred.
• Experience supervising or managing administrative or customer service employees.
• Knowledge of general accounting, billing, accounts receivable, collections, accounts payable, and expense management practices.
• Experience with budget analysis, financial reporting, and variance analysis preferred.
• Strong customer service and problem-solving skills.
• Excellent written and verbal communication skills with the ability to work effectively with customers, employees, and management.
• Demonstrated ability to communicate performance expectations, coach employees, and document performance concerns appropriately.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office and the ability to learn and utilize company business systems.
• Ability to operate standard office equipment.
• Regular and predictable attendance is required.
• Local travel between Culligan locations may be required.

Responsibilities

• Manage daily office operations and administrative activities.
• Supervise, support, and develop customer service representatives, front desk personnel, and administrative staff.
• Assist with employee scheduling, work assignments, performance reviews, hiring, coaching, and disciplinary documentation in accordance with company policies.
• Maintain accurate office records, customer files, contracts, employee documentation, and company records.
• Ensure compliance with company policies, procedures, and applicable federal, state, and local regulations.
• Coordinate office equipment maintenance and maintain appropriate office supply inventory.
• Serve as manager-on-duty on an as-needed basis.
• Complete special projects, requests, and assignments as needed.

Skills

Businesscommunication

Leadership

Customer service

Problem solving

Organizational skills

Education

Associate or bachelor’s degree in accounting, Business, Finance, Business Administration, or related field

Tools

Microsoft Office

Job description

Key Responsibilities

• Manage daily office operations and administrative activities.
• Supervise, support, and develop customer service representatives, front desk personnel, and administrative staff.
• Assist with employee scheduling, work assignments, performance reviews, hiring, coaching, and disciplinary documentation in accordance with company policies.
• Maintain accurate office records, customer files, contracts, employee documentation, and company records.
• Ensure compliance with company policies, procedures, and applicable federal, state, and local regulations.
• Coordinate office equipment maintenance and maintain appropriate office supply inventory.
• Serve as manager-on-duty on an as-needed basis.
• Complete special projects, requests, and assignments as needed.

Office Administration

• Manage daily office operations and administrative activities.
• Supervise, support, and develop customer service representatives, front desk personnel, and administrative staff.
• Assist with employee scheduling, work assignments, performance reviews, hiring, coaching, and disciplinary documentation in accordance with company policies.
• Maintain accurate office records, customer files, contracts, employee documentation, and company records.
• Ensure compliance with company policies, procedures, and applicable federal, state, and local regulations.
• Coordinate office equipment maintenance and maintain appropriate office supply inventory.
• Serve as manager-on-duty on an as-needed basis.
• Complete special projects, requests, and assignments as needed.

Customer Service

• Oversee customer inquiries, service requests, complaints, and issue resolution.
• Maintain a high level of customer satisfaction and support customer retention efforts.
• Coordinate service schedules, customer needs, and route changes with operations personnel.
• Support new customer onboarding and account setup.
• Assist with sales-related processes and customer opportunities as needed.
• Promote effective communication between customers, sales, service, delivery, and management teams.

Billing, Accounts Receivable & Accounts Payable

• Manage customer billing processes and help ensure accurate and timely invoicing.
• Oversee the collection and maintenance of customer information to support billing accuracy.
• Monitor accounts receivable and actively follow up on outstanding and past-due balances.
• Process and reconcile customer payments and maintain accurate financial records.
• Review accounts payable coding and ensure expenses are properly recorded.
• Assist with expense accruals and other accounting-related activities as needed.
• Reconcile daily transactions and prepare operational and financial reports.

Financial & Operational Support

• Support the General Manager by reviewing billing issues, expenditures, budgets, and other financial matters.
• Assist with budget analysis and variance reporting.
• Support the month-end close process, including preparation of accruals and review of general ledger and monthly operating statements.
• Help ensure accurate and timely preparation of financial information and reports.
• Identify administrative or financial issues and work with management to develop appropriate solutions.

Employee & Payroll Administration

• Maintain accurate employee information related to payroll, benefits, demographics, and leave administration.
• Assist employees with general questions regarding payroll, benefits, expenses, and other business office matters.
• Coordinate with Human Resources and other departments to ensure employee information is accurate and processed appropriately.
• Maintain confidentiality of employee, customer, and company information.

Qualifications

• Associate or bachelor's degree in accounting, Business, Finance, Business Administration, or a related field preferred.
• Two or more years of experience in business office functions or an equivalent combination of education and relevant experience.
• Three to five years of experience in office management, finance, accounting, or a similar leadership role preferred.
• Experience supervising or managing administrative or customer service employees.
• Knowledge of general accounting, billing, accounts receivable, collections, accounts payable, and expense management practices.
• Experience with budget analysis, financial reporting, and variance analysis preferred.
• Strong customer service and problem-solving skills.
• Excellent written and verbal communication skills with the ability to work effectively with customers, employees, and management.
• Demonstrated ability to communicate performance expectations, coach employees, and document performance concerns appropriately.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office and the ability to learn and utilize company business systems.
• Ability to operate standard office equipment.
• Regular and predictable attendance is required.
• Local travel between Culligan locations may be required.

Physical Requirements

• Ability to sit and work at a computer for extended periods of time.
• Ability to perform standard office and administrative duties throughout the workday.

Compensation & Benefits

• $60,000–$65,000 per year, depending on experience.
• Competitive benefits package including:
• Medical
• Dental
• Vision
• 401(k)
• Paid Time Off
• Product Discounts

About Culligan

Culligan is a globally recognized leader in water treatment with more than 80 years of experience providing residential, commercial, and industrial water solutions. Since introducing one of the industry's first water softeners in 1936, Culligan has built a reputation for quality, service, support, and product innovation.

Culligan by WaterCo continues to grow by focusing on exceptional customer service, operational excellence, and providing high-quality water solutions to the communities we serve.

Culligan by WaterCo is an Equal Opportunity Employer.