What are the responsibilities and job description for the Office Manager position at AAA United States Inc?
About the Company:
We provide specialized subcontracting and technical assistance services to support clients in the transport and aerospace industries. We work closely with clients to ensure that our solutions meet their needs and exceed their expectations. Our team members are motivated individuals that do remarkable things every day!
Position Summary:
AAA, United States, Inc. has partnered with a company in Mobile, AL who is a trusted full-service graphics shop servicing the Gulf Coast region through mural wraps, vehicle wraps, boat wraps, signage, and more.
The Office Manager is responsible for oversee daily office operations and serve as a key point of contact for customers, vendors, and internal team members. This individual will manage front office responsibilities while supporting order processing, customer intake, scheduling coordination, payment collection, and project workflow management.
Essential Functions:
- Serve as the first point of contact for customers, visitors, and incoming communications
- Answer and direct incoming phone calls, emails, and customer inquiries professionally and promptly
- Assess customer needs during the intake process and gather project requirements before assigning customers to the appropriate designer
- Coordinate schedules and timelines between customers and design staff to ensure efficient project execution
- Enter and manage customer orders accurately within company systems
- Process customer payments and maintain accurate payment records
- Coordinate order fulfillment and distribute completed orders to customers
- Maintain customer records, project information, and office documentation
- Assist with data entry, filing, reporting, and general office organization
- Support daily administrative and operational functions across the business
- Maintain a clean, organized, and professional office environment
- Perform all other duties as assigned
- High school diploma or GED required
- 1 year of office management, administrative, or supervisory experience
- CoreBridge software experience preferred
- System integration, ERP, CRM, or workflow management software experience preferred
- Strong customer service, communication, and organizational skills
- Experience with order entry, scheduling, and customer intake processes
- Proficiency with Microsoft Office Suite and email platforms
- Ability to multitask, prioritize tasks, and work effectively in a fast-paced environment
- Strong attention to detail and problem-solving skills
- Professional demeanor and dependable work ethic