Office Manager

$55,000 - $75,000/Yr

Pro Tree - Shakopee, MN

Full-time - Mid Level

Shakopee, MN

Administrative and Support Services

About the position

Pro Tree is seeking an organized, proactive, and detail-oriented Office Manager to oversee daily office operations and ensure smooth workflows. This role is crucial for supporting the team in delivering exceptional service to clients, particularly in a fast-paced environment. The Office Manager will be responsible for various administrative tasks, team coordination, and financial management, contributing to the overall efficiency and effectiveness of the office.

Responsibilities

• Oversee day-to-day office activities, ensuring smooth and efficient operations, including office supplies, equipment, and facility maintenance.
• Manage Customer Service Representatives and their daily activities.
• Provide administrative support to senior management and the team, including scheduling, managing emails, and handling correspondence.
• Manage the company's billing and invoicing process, including preparing invoices, processing payments, and following up on outstanding payments.
• Maintain and organize records for all business operations, including employee records, financial documents, and project files.
• Coordinate with the field team to ensure proper communication between office and field operations, tracking job progress and handling scheduling.
• Assist with recruiting, onboarding, and maintaining employee records, including managing employee benefits and ensuring compliance with company policies.
• Work with accounting to ensure financial accuracy by processing accounts payable/receivable, payroll, and other financial documentation.
• Identify and implement office procedures and systems to enhance efficiency and ensure smooth office operations.
• Liaise with vendors, negotiate contracts, and maintain relationships to ensure the best value for office needs.
• Ensure compliance with company policies and regulations, including safety procedures and legal requirements related to the business.
• Oversee and manage the company's cash flow and closely monitor key financial metrics.
• Job cost jobs as they are completed and prepare reports with the company's key performance indicators.

Requirements

• Proven experience (3+ years) in office management, administrative roles, or similar positions.
• Demonstrated knowledge of computer data entry.
• Customer service experience.
• Excellent verbal, written, and social communication skills.
• Strong organizational and multitasking skills, with attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other office software tools.
• Ability to manage time effectively and prioritize tasks in a fast-paced environment.
• Problem-solving skills with a proactive and solution-oriented mindset.
• Leadership qualities, with the ability to manage and motivate office staff.
• Experience with accounts payable/receivable and basic bookkeeping.

Nice-to-haves

• Scheduling experience.
• Experience with QuickBooks.
• Experience using customer database systems.
• Experience in the landscaping, tree care, or related service industries is a plus.
• Familiarity with HR processes such as recruitment, onboarding, and employee record maintenance.
• Familiarity with human resource best practices, including benefits administration, employee relations, and legal compliance.
• Demonstrated experience in streamlining office processes and implementing new systems to improve efficiency and productivity.
• Bachelor's degree in Accounting or Finance or suitable experience.
• Certifications in office management, bookkeeping, HR, or customer service are a plus.

Benefits

• Competitive salary range of $55,000 - $75,000 per year.
• Full-time position with opportunities for professional growth.