Office Manager Assistant

Overview
The Assistant to the General Manager plays a critical role in supporting daily operations in a high-end service environment. This position ensures the GM can operate efficiently by handling scheduling, technician coordination, client communication, parts management support, and administrative duties. The ideal candidate is organized, polished, customer-focused, and able to operate with professionalism when dealing with luxury clients, vendors, and brand partners.

Key Responsibilities

Administrative & Executive Support

• Manage the office manager's calendar, appointments, and internal meeting schedule

• Prepare service reports, performance summaries, and operational reports

• Draft, proofread, and format presentations, proposals, and service-level documents

• Handle confidential information with discretion, especially concerning clientele or personnel

Luxury Client & Communication Support

• Assist with communication to high-profile or VIP clients, ensuring a white-glove experience

• Serve as a liaison between the office manager and clients for escalations, follow-ups, or service updates

• Draft professional emails, updates, policy notices, or service confirmations

• Coordinate with brand representatives or warranty companies (Sub-Zero, Wolf, Cove, Best, Broan, Scotsman)

Field Technician & Operations Coordination

• Assist the office manager in managing technician schedules, availability, and daily dispatching

• Collect service updates, photos, diagnostics, and job statuses throughout the day

• Track technician performance metrics (first-time fix rate, call completion, parts usage, etc.)

• Help ensure technicians have accurate notes, parts availability, and job prep before appointments

Scheduling & Workflow Management

• Support the office manager in overseeing the service schedule to maximize efficiency and response times

• Review incoming service requests and ensure all details are accurate before scheduling

• Help prioritize urgent, VIP, or repeat issues for the office manager’s review

• Track jobs requiring follow-up, rework, or special case handling

Financial & Reporting Duties

• Assist in preparing invoices, warranty claims, cost breakdowns, and labor reports

• Maintain accurate records of expenses, warranties, and parts usage

• Support the GM with budget drafts, financial summaries, and performance tracking

Qualifications

• Experience in service operations, repair scheduling, or field service coordination preferred

• Strong administrative and organizational skills

• Professional demeanor and excellent written and verbal communication

• Ability to manage high-end clientele with tact and discretion

• Ability to multitask and adapt in a fast-paced, service-driven environment

Duties

• Assist with daily office operations, including front desk management and multi-line phone system handling to ensure excellent phone etiquette and customer service.
• Support scheduling management by coordinating meetings, appointments, and calendar updates for staff and executives.
• Organize and oversee office supply inventory, vendor management, and procurement processes to maintain operational efficiency.
• Contribute to event planning efforts for company meetings, employee gatherings, and community outreach initiatives.
• Manage basic bookkeeping tasks using QuickBooks or similar accounting software, including invoicing, expense tracking, and payroll support.
• Support human resources functions such as onboarding new employees, maintaining personnel files, and assisting with training & development programs.
• Handle clerical duties like filing, data entry, document preparation, and maintaining organized records for easy retrieval.
• Assist with office budgeting efforts by tracking expenses and preparing reports to support financial planning.
• Provide administrative support for medical or specialized office environments if applicable.
• Prior supervising experience or team management skills are highly desirable.
• Excellent communication skills with professional phone etiquette and the ability to handle multi-line phone systems confidently.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Education:

• Associate (Required)

Experience:

• Office management: 1 year (Preferred)

Language:

• English (Required)

Ability to Commute:

• Peekskill, NY 10566 (Required)

Work Location: In person

Salary : $17 - $20