Office Manager, Durham

Job description:
Job Summary
Vaughan Electric is seeking a reliable and detail-oriented Office Manager to oversee daily administrative operations.
This role is critical to maintaining accurate financial records, supporting field operations, and ensuring excellent customer service.
The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, including bilingual abilities.
You will serve as the backbone of our administrative team, managing front desk responsibilities, coordinating schedules, and supporting various departments to foster a productive and welcoming workplace.
Duties
Manage front desk operations, including greeting visitors, answering multi-line phone systems, and providing outstanding customer support with professional phone etiquette
Answer and manage incoming calls, emails, and customer inquiries
Process service requests and maintain customer records
Prepare, review, and send invoices; ensure accuracy and timeliness
Handle incoming payments (checks and credit cards) and bank deposits
Support payroll by collecting and entering employee time
Perform monthly tasks including bank reconciliations and sales tax calculations
Maintain organized filing systems (digital and physical)
Provide general administrative support to office and field staff
Oversee calendar management and scheduling for executives and team members to optimize time utilization
Handle data entry, filing, and document proofreading to maintain accurate records and ensure organizational efficiency
Utilize QuickBooks for basic bookkeeping tasks such as invoicing, expense tracking, and financial record keeping
Coordinate office supplies procurement, inventory management, and vendor communications to ensure smooth office functioning
Support clerical tasks such as typing correspondence, managing email communications via Google Workspace and Microsoft Office applications
Assist with personal assistant duties as needed, including travel arrangements and appointment scheduling for leadership
Experience
Proven office management experience with a strong background in administrative support roles
High School Diploma
Strong attention to detail, especially with numbers and data entry
Excellent organizational and multitasking skills
Effective communication and customer service abilities
Basic accounting or bookkeeping experience preferred
Proficiency with computers and office software (Microsoft Office, ADP payroll, Quantum, Clover) preferred
Must hold a valid Notary Public commission (or be willing to obtain upon hire)
Demonstrated proficiency in computer literacy including Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and data entry systems
Experience working with multi-line phone systems and providing excellent customer service in a fast-paced environment
Bilingual skills are highly preferred to effectively communicate with diverse clients and team members
Knowledge of QuickBooks or similar bookkeeping software is a plus
Previous experience in medical or dental reception is advantageous but not required
Strong organizational skills with the ability to multitask efficiently while maintaining attention to detail
Key Traits for Success
Dependable and self-motivated
Able to manage interruptions and shifting priorities
Strong work ethic and sense of ownership
Comfortable working independently in a small office environment
Join us as an Office Manager and become an integral part of a vibrant team dedicated to fostering an organized, welcoming environment where every day brings new opportunities to excel!
Work Location: In person