What are the responsibilities and job description for the Office Manager position at Hoyt Property Care?
We run on three core values: Client Focused, Clear Communication and Attention to Detail. The Office Manager lives all three every day.
About the role
The Office Manager is the hub between the owner, our crews, our virtual assistant and our clients. You report directly to the owner.
Twelve months in, success looks like this: the office runs on clear daily routines, nothing falls through the cracks, our virtual assistant works from a well-organized task list you manage, and you are the go-to expert on our software. The owner spends less time on admin and more time growing the business.
What you'll do
- Own office organization. Build and keep daily, weekly and monthly routines for scheduling, filing, client records, deadlines and follow-ups.
- Master our software. Become our in-house expert in LMN (scheduling, jobs, crews, timesheets, estimates and invoicing), QuickBooks, Google Workspace and Slack. Keep data clean and accurate.
- Direct our virtual assistant. Assign and prioritize the VA's daily tasks, such as timesheet approval, job costing close-out and outreach. Check the work, give feedback and keep task lists and SOPs current.
- Support scheduling and crews. Help coordinate the daily crew schedule, confirm jobs and handle changes when weather or client requests shift the plan.
- Be the first point of contact. Answer client calls and emails professionally, route requests and make sure every client hears back promptly.
- Support billing and HR admin. Help with invoicing, payroll prep, new hire paperwork and keeping employee records in order.
- Improve how we work. Spot gaps in our processes and help write and update our standard operating procedures.
What we're looking for
Required
- 2 years as an office manager, office administrator or operations coordinator
- Experience managing schedules, records and deadlines for a team of 10 or more people
- Daily use of business software such as a scheduling or CRM platform, QuickBooks and Google Workspace
- Experience assigning work to and following up with an assistant, admin or junior staff member
- Strong written and spoken English, with professional phone and email communication
- Able to work on-site in East Hampton
Preferred
- Experience in landscaping, construction, property management or another field-service business
- Hands-on experience with LMN, Aspire, Jobber or similar field-service software
- Experience working with a remote or virtual assistant
- Conversational Spanish
- Basic bookkeeping, invoicing or payroll experience
Pay, schedule and how to apply
- Pay: $25.00-$35.00/hr, based on experience
- Schedule: Full-time, Monday–Friday, Part-time to the correct candidate
- Benefits: 401K w/ company matching, Paid Holidays, and Team Events
To apply: https://hoytpropertycare.com/careers/
Pay: $25.00 - $35.00 per hour
Expected hours: 20.0 – 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- Paid time off
- Retirement plan
Work Location: In person
Salary : $25 - $35