Office Manager - Bainbridge

Intelligent Green Solutions LLC; Town of Bainbridge (NY); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Job summary

Intelligent Green Solutions (IGS) is seeking an Office Manager for our Ithaca, NY area to support leadership and keep day-to-day operations running smoothly. The role involves coordinating scheduling, documentation, and internal processes across Solar, HVAC, and Heat Pump teams.

The ideal candidate is highly organized, tech-savvy, and enjoys acting as the operational hub in a busy environment; experience in administrative support is required and familiarity with ERP/CRM tools is a plus.

Qualifications

• At least 2-3 years in an administrative support role, ideally with exposure to sales and/or construction operations.
• Highly organized with the ability to juggle multiple priorities, set timelines, and meet deadlines with accuracy.
• Excellent written and verbal communication with strong attention to detail.
• Tech-savvy and comfortable with Microsoft Office; quick to learn new software systems.
• Willing to train on solar and HVAC basics to support customers and internal processes.

Responsibilities

• Book customer appointments for outside sales reps and keep records organized.
• Plan and coordinate internal meetings, trainings, and office gatherings.
• Prepare and track paperwork for incentive/rebate applications and maintain digital records.
• Own day-to-day office operations including supplies, facilities, mail, and visitors.
• Participate in training to build knowledge of solar PV and heat pump systems.
• Help drive initiatives by tracking tasks, deadlines, and deliverables.
• Draft and format letters, spreadsheets, and internal/external correspondence.
• Serve as liaison between Solar, HVAC, and Heat Pump teams and clients.
• Use Microsoft Teams, Odoo ERP, and related apps to manage tasks and report progress.
• Assist with recruiting coordination, onboarding checklists, and HR documentation.

Skills

Highly Organized

Communication Skills

Tech-Savvy

Motivated Learner

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Intelligent Green Solutions (IGS) is a leader in providing advanced heat pump and HVAC systems. We deliver energy-efficient solutions for residential and commercial customers. To support our growing operations, we are excited to add an Office Manager to our Ithaca office to assist the leadership team and ensure smooth day-to-day operations.

Department: Management and Operations

Location: Bainbridge, NY

Job Type: Full Time

Experience: 2+ years

Competitive

Role Overview

The Office Manager keeps our Ithaca office running smoothly while supporting our Solar, HVAC, and Heat Pump teams with scheduling, documentation, and internal coordination. This role is ideal for a highly organized, tech-savvy professional who enjoys being the operational "hub" for a busy team.

What You’ll Do (Responsibilities)

• Sales & Team Coordination:Book customer appointments for outside sales reps, respond to inbound inquiries, and keep sales records, notes, and follow-ups organized.
• Admin & Events:Plan and coordinate internal meetings, trainings, vendor visits, and office gatherings so they start on time and run efficiently.
• Documentation & Incentives:Prepare, submit, and track paperwork for incentive/rebate applications and other departmental documentation; maintain accurate digital records.
• Office Operations:Own the day-to-day - supplies, facilities tidiness, mail/packages, visitors - ensuring a clean, professional, and well-organized workspace.
• Learn Our Products:Participate in ongoing training to build working knowledge of our offerings (solar PV and heat pump systems) to better support customers and internal teams.
• Project Support:Help drive key initiatives forward by tracking tasks, deadlines, and deliverables; nudge owners and keep stakeholders aligned.
• Professional Communication:Draft and format letters, spreadsheets, presentations, and internal/external correspondence as needed.
• Cross-Functional Liaison:Serve as the go-between for Solar, HVAC, and Heat Pump managers, staff, clients, and partners to keep information flowing.
• Digital Tools:Use our tech stack - Microsoft Teams, Odoo ERP, and related apps -to manage tasks, update records, and report progress.
• People Ops Support:Assist with recruiting coordination, onboarding checklists, new-hire paperwork, and general HR documentation.

Qualifications

• Experience:At least 2-3 years in an administrative support role, ideally with exposure to sales and / or construction operations.
• Highly Organized:Proven ability to juggle multiple priorities, set timelines, and meet deadlines with accuracy.
• Communication Skills:Excellent written and verbal communication with strong attention to detail.
• Tech-Savvy:Comfortable with Microsoft Office (Word, Excel, Outlook) and quick to learn new software systems.
• Motivated Learner:Willing to train up on the basics of solar and HVAC to support customer questions and internal processes.

Nice to Have (Optional)

• Experience with Odoo (or another ERP/CRM), Microsoft Teams, or similar collaboration tools
• Prior work in construction, trades, or clean-energy industries
• Familiarity with utility/agency incentive paperwork

Please do not apply if...

• You’renot interestedin learning how solar and heat pump systems work at a practical level.
• Youavoid phone callsor hesitate to communicate clearly and professionally with customers and coworkers.
• Youstruggle with digital toolsbeyond basic email/Word.
• Youdon’t enjoymaintaining neat records, checklists, and follow-ups to keep projects on track.
• You’re looking for a role whereevery day is the same- this job involves switching gears and solving problems.

Job Type: Full-time

• 401(k)
• 401(k) matching

Application Question(s):

• List the ERP and CRM softwares you worked with in the past.
• How would you rate your computer skills on a scale from 1 (poor) to 10 (excellent, as in "I am able to program.").

Experience:

• Administrative: 2 years (Required)
• Construction administrative: 2 years (Preferred)

Ability to Commute:

• Ithaca, NY 14850 (Required)

Ability to Relocate:

• Ithaca, NY 14850: Relocate before starting work (Required)