Office Manager

Location: Woodbury, NY 

Rate: $25-$28/hour

Join our growing team of biologists, ecological restoration specialists, and native garden experts at Spadefoot Design & Construction.

Spadefoot is more than an ecological restoration company—we are part of a movement to heal Long Island’s natural ecosystems. Long Island’s food web is under increasing threat from invasive plants that displace native vegetation and reduce essential food and habitat for birds, butterflies, pollinators, and other wildlife. Through hands-on restoration, native plant installation, and long-term land stewardship, we work to rebuild the ecological structure and function of our region’s landscape.

This is an excellent opportunity for individuals interested in ecology, conservation, environmental science, who want to make a tangible environmental impact. As a values-driven company, we are committed to operational excellence, customer satisfaction, environmentally responsible practices, and fostering a collaborative, engaging workplace culture.

We are seeking a highly organized, proactive, and adaptable Office Manager to oversee daily office operations and serve as a central hub between customers, leadership, internal teams, and vendors.

This role blends operations management, administrative leadership, customer service, and culture-building. It’s ideal for someone who thrives in a fast-paced environment where no two days are the same and enjoys both strategic problem-solving and hands-on execution.

• Office operations run smoothly with clear systems, processes, and accountability
• Customer inquiries and follow-ups are handled promptly and professionally
• Billing, accounts receivable, and collections processes are organized and improving
• Administrative workflows are streamlined with efficient tools and best practices
• Leadership has clear visibility into key reports, metrics, and office performance
• Office environment is well-maintained, organized, and supports team productivity and morale

• Oversee day-to-day office operations, workflows, and administrative systems. 
• Notify customers of project start dates and rescheduling
• Manage insurance certificates and permits
• Report payroll hours
• Analyze, improve, and implement best practices for CRM software
• Manage office supplies, inventory, and purchase orders (including kitchen and shared resources)
• Coordinate with PR, Marketing, and Social Media vendors
• Track, audit, and manage company equipment and technology assets
• Handle incoming calls, visitors, mail
  

• Calendar management for President and Vice President
• Supervise and support administrative staff; foster alignment and productivity
• Support onboarding logistics, email set up, new hire coordination
• Collaborate with teams to improve processes, communication, and workplace experience
  

• Serve as escalation point for customer inquiries and service issues
• Support customer service and inside sales efforts
• Maintain trackers, deadlines, and follow-ups for key projects and opportunities
  

• Supervise Accounting Specialist on Accounts Receivable and coordinate with Bookkeeper on Accounts Payable. 
• Submit Collections Report to leadership, communicate with Stewardship Manager and Director of Field Operations on Past Due balances
• Assist with invoicing and oversee accounts receivable processes
• Allocate job cost expenses to measure profitability
• Prepare reports, track data, and provide insights to leadership
• Support documentation and reporting for operational and financial performance
  

• 2-5 years of experience in office management, administrative leadership, or similar roles
• Experience in service-based, operations-driven, or fast-paced environments preferred
• Bachelor’s degree preferred (or equivalent experience)