What are the responsibilities and job description for the Office Manager / Business Operations Coordinator position at U.S. Air Tool Company?
Job Title: Office Manager / Business Operations Coordinator (Part-Time, 20 Hours/Week)
Company: U.S. Air Tool Company (USATCO)
Location: Ronkonkoma, NY
The Role
We are looking for a highly organized, execution-focused office manager and operations coordinator to help run the day-to-day engine of the business. You will work across operations, finance, sales, and directly with the CEO to keep things moving, solve problems, and ensure nothing falls through the cracks. If you like owning tasks, improving systems, and being at the center of how a business runs, then this role is for you.
Key Responsibilities
Operations & Execution
- Support day-to-day operations including order entry, fulfillment coordination, and logistics tracking
- Help ensure orders move efficiently from quote → order → shipment
- Identify gaps or inefficiencies and help improve processes
Finance & Accounting Support
- Assist with Accounts Receivable (AR) and Accounts Payable (AP)
- Support monthly reconciliations and financial tracking
- Process invoices, track expenses, and maintain clean, organized records
Sales Support
- Provide administrative support to the sales team (RFQs, order processing, follow-ups)
- Help ensure responsiveness and accuracy in customer communications
Administrative & Coordination
- Manage calendars, scheduling, and internal coordination
- Maintain organized systems across files, documents, and workflows
- Keep day-to-day office operations running smoothly
Executive Support
- Act as a trusted Executive Assistant to the CEO
- Help manage priorities, scheduling, and key initiatives
- Support special projects across the business
Who You Are
- Highly organized and detail-oriented - you don’t let things slip
- Proactive and resourceful - you figure things out without being told
- Comfortable wearing multiple hats across operations, finance, and admin
- Strong sense of ownership and accountability
- Clear communicator with a professional presence
Qualifications
- Experience in office management, operations, administrative, or similar role
- Proficiency in Microsoft Office (especially Outlook, Word, Excel, and PowerPoint)
- Experience with NetSuite ERP and Hubspot CRM highly preferred
- Strong organizational and time management skills
- Ability to multitask and prioritize in a fast-paced environment
- Experience supporting leadership or executives is a strong plus
Why This Role
- Work directly with the CEO and leadership team
- Gain exposure across operations, finance, and sales
- Be part of a company actively building and improving how it operates
- Real responsibility and impact - not just task execution
Schedule
- Part-time: 20 hours per week
- Flexible schedule based on business needs
About Us
U.S. Air Tool Company (USATCO) is a global supplier of aerospace and industrial tooling solutions, serving the aviation industry for over 75 years. We are actively transforming our business - modernizing systems, streamlining operations, and building a more responsive, technology-driven organization.
Job Type: Part-time
Pay: $27.00 - $30.00 per hour
Benefits:
- Flexible schedule
Work Location: In person
Salary : $27 - $30