Office Manager

Ram Jack of NC•Durham, NC

9d•$19 - $22•Onsite

About The Position

The Branch Office Coordinator supports the daily administrative, customer service, and office operations needs of the local branch. This role serves as a key point of contact for visitors, employees, vendors, and internal departments, helping ensure the office runs smoothly and that location-based administrative tasks are completed accurately and on time. This position works closely with the General Manager and central office teams to support mail handling, office organization, onboarding logistics, basic accounting support, permit coordination, customer payment handling, and first-line follow-up on outstanding invoices.

Requirements

High school diploma or equivalent
Organized and detail oriented, especially with numbers and records
Dependable and able to manage multiple tasks, interruptions, and competing priorities without dropping the ball
Able to accurately handle payments, checks, and related documentation according to company procedures
Able to handle confidential customer, employee, and business information appropriately
Basic computer skills, including email, document scanning, data entry, spreadsheets, and company systems
Good phone manner and customer-facing communication, in person and by phone
Valid driver's license and reliable transportation for local errands, subject to company driving and insurance requirements
Able to work in person at our Durham office during regular business hours

Nice To Haves

Prior administrative, office coordination, receptionist, customer service, or AR experience
Experience in construction, trades, home services, or a branch-based business environment
Experience with accounts receivable, invoice follow-up, or payment handling
Familiarity with field service or accounting software (for example QuickBooks, ServiceTitan, or similar)
Bilingual English and Spanish skills are a plus

Responsibilities

Receive, sort, scan, and distribute mail, packages, and documents to the appropriate person or department
Support local document scanning and retention procedures
Maintain paperwork, filing, and spreadsheets accurately and on time
Run local errands as needed (supply runs, drop-offs, shipping, bank, and similar)
Keep common areas, supply areas, and visitor-facing spaces clean, stocked, and orderly
Monitor and maintain office supplies and breakroom supplies, keeping costs reasonable
Maintain bulletin boards, required postings, and branch communications
Greet visitors, employees, and vendors in a professional and welcoming manner
Answer calls made to the branch, take messages, route calls, and handle basic customer questions
Provide a professional first impression for every caller and visitor (in our business, an incoming call is often a potential job, so calls get handled promptly and well)
Track open invoices and follow up on outstanding balances as part of first-line invoice follow-up
Receive customer payments made at the branch, including checks, and process or route them according to company procedures
Record payments and keep AR records current and accurate
Reconcile customer accounts and resolve routine billing questions
Document collection follow-up activity, and escalate aging, disputed, or sensitive accounts to the appropriate manager or central office before they become a real problem
Assist with fleet paperwork, fuel cards, keys, badges, and equipment checkout logs
Assist with coordinating and maintaining records of uniform, PPE, and company-issued item distribution
Provide administrative support to the General Manager and local team as needed
Coordinate local meetings, meals, trainings, and employee events, including scheduling, setup, supplies, and related logistics
Follow established company procedures for handling documents, payments, and confidential customer and business information
Communicate professionally with employees, customers, vendors, and internal departments
Identify office needs, process gaps, or recurring issues and bring them to the attention of the General Manager
Perform other related duties as assigned