Office Manager

AP Executive Staffing; Town of Clarence (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

AP Executive Staffing is hiring an Office Manager for a well-established company in New York. The role involves overseeing daily operations, managing schedules, and maintaining financial records. Ideal candidates possess strong organizational skills and previous experience in office management. Responsibilities include communication with customers, processing payments, and identifying workflow improvements. Proficiency in Microsoft Office and experience with QuickBooks preferred. This role is perfect for someone who thrives in a small business environment.

Qualifications

• Previous experience in an administrative or office management role.
• Strong organizational skills with high attention to detail.
• Comfortable managing multiple priorities in a fast-paced environment.

Responsibilities

• Oversee daily office operations and serve as the central point of coordination.
• Answer phones and communicate with customers in a professional manner.
• Schedule jobs and coordinate calendars for field teams.

Skills

Organizational skills

Communication skills

Customer service skills

Self-starter

Ability to manage multiple priorities

Tools

Microsoft Office

QuickBooks

Job description

AP Executive Staffing is partnering with a well‑established, locally owned company in the Northtowns with a strong reputation for quality and service to hire an Office Manager. This is a key position within a small, close‑knit team where this individual will take full ownership of day‑to‑day office operations.

This role is ideal for someone who is highly organized, dependable, and takes pride in creating structure, improving processes, and keeping everything running smoothly behind the scenes.

Key Responsibilities

• Oversee daily office operations and serve as the central point of coordination
• Answer phones and communicate with customers in a professional, friendly manner
• Schedule jobs and coordinate calendars for field teams
• Enter and manage work orders accurately and efficiently
• Prepare and send itemized quotes and customer communications
• Process payments and support accounts receivable activities
• Match invoices, track billing, and maintain accurate financial records
• Assist with basic bookkeeping and administrative reporting
• Identify opportunities to streamline workflows and improve office efficiency

Qualifications

• Previous experience in an administrative, office management, or similar role
• Strong organizational skills with high attention to detail
• Comfortable managing multiple priorities in a fast‑paced environment
• Proficiency in Microsoft Office; experience with QuickBooks or similar systems preferred
• Excellent communication and customer service skills
• Self‑starter who takes initiative and ownership of responsibilities

What We’re Looking For

• A reliable, accountable professional who enjoys being the “go‑to” person
• Someone who thrives in a small business environment and is comfortable wearing multiple hats
• A process‑minded individual who naturally looks for ways to improve how things are done