Office Manager

Office Manager – Ithaca, NY

Pay: $22.00 – $25.00 per hour

Job Type: Full-time

Location: In-person, Ithaca, NY 14850

About Us

Intelligent Green Solutions (IGS) is a leader in advanced heat pump and HVAC systems, delivering energy-efficient solutions for residential and commercial customers. We are expanding our operations and seeking an Office Manager to support our Ithaca office, assist the leadership team, and ensure smooth daily operations.

Role Overview

The Office Manager is the operational hub for the Ithaca office, supporting the Solar, HVAC, and Heat Pump teams with scheduling, documentation, and internal coordination. This role is ideal for a highly organized, tech-savvy professional who thrives in a dynamic environment.

Key Responsibilities

• Sales & Team Coordination: Schedule customer appointments for outside sales reps, respond to inbound inquiries, and maintain organized sales records, notes, and follow-ups.
• Administrative Support & Events: Plan and coordinate internal meetings, trainings, vendor visits, and office gatherings.
• Documentation & Incentives: Prepare, submit, and track incentive/rebate applications and departmental paperwork; maintain accurate digital records.
• Office Operations: Manage day-to-day office operations, including supplies, facilities, mail/packages, and visitor coordination.
• Product Knowledge: Participate in ongoing training to gain practical knowledge of solar PV and heat pump systems.
• Project Support: Track tasks, deadlines, and deliverables for key initiatives; ensure stakeholders are aligned.
• Professional Communication: Draft and format letters, spreadsheets, presentations, and internal/external correspondence.
• Cross-Functional Liaison: Facilitate communication between Solar, HVAC, and Heat Pump teams, clients, and partners.
• Digital Tools: Utilize Microsoft Teams, Odoo ERP, and other apps to manage tasks, update records, and report progress.
• People Operations Support: Assist with recruiting coordination, onboarding, new-hire paperwork, and general HR documentation.

Qualifications

Required:

• 2–3 years in an administrative support role, ideally with sales or construction operations experience.
• Strong organizational skills; able to prioritize tasks and meet deadlines accurately.
• Excellent written and verbal communication skills with strong attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook); quick to learn new software.
• Motivated to learn about solar and HVAC systems to support customers and internal teams.

Preferred:

• Experience with Odoo or other ERP/CRM software, Microsoft Teams, or similar collaboration tools.
• Prior experience in construction, trades, or clean-energy industries.
• Familiarity with utility or agency incentive paperwork.

Do Not Apply If:

• You are not interested in learning about solar and heat pump systems.
• You avoid phone communication or struggle to communicate clearly and professionally.
• You are uncomfortable using digital tools beyond basic email/Word.
• You dislike maintaining organized records, checklists, and follow-ups.
• You are looking for a static, repetitive role; this position involves problem-solving and adapting to changing priorities.

Benefits

• 401(k) with matching
• Employee discount

Application Questions

1. List the ERP and CRM software you have used in the past.
2. Rate your computer skills on a scale from 1 (poor) to 10 (excellent, including programming ability).

Experience Requirements

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

Relocation & Commute

• Must be able to commute to Ithaca, NY 14850.
• Must relocate to Ithaca, NY before starting work.

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