Office Manager
Office Manager
Bring your organization, communication, and customer care skills -- this is not your average desk job.
At ATC Rug Washing & Specialty Cleaning Services, we don't just clean rugs; we preserve heirlooms, restore delicate fibers, and deliver five-star results across Long Island. As our new Office Manager, you'll be the friendly, organized hub that keeps our operations running smoothly and our customers smiling.
Founded in 1978, ATC Rug Washing & Specialty Cleaning Services is a third-generation, family-owned business based in Farmingdale, NY. We specialize in professional rug washing and in-home specialty cleaning services -- from carpet and upholstery to tile, wood floors, and more. We've grown rapidly in recent years by delivering craftsmanship, care, and communication that stand out.
Learn more about us at: https://atcrugwashing.com
About the Role
This is a customer service and administrative support role -- ideal for someone who enjoys helping people, managing details, and keeping a busy small business organized. You'll be the first point of contact for our clients, supporting both in-shop operations and our mobile cleaning teams.
No two days are the same. You'll balance phone and email communication, scheduling, invoicing, and general office coordination -- all while ensuring our clients and team members get what they need, when they need it.
Responsibilities
Billing and Invoicing
- Prepare, issue, and reconcile invoices; ensure jobs are properly closed and marked paid in the CRM (Jobber)
- Monitor balances, resolve billing discrepancies, and support timely collections activities
- Maintain accurate records, file documentation, and process wholesale and program invoices as assigned
CRM and Workflow Management
- Enter and update all job details, status changes, and payments in Jobber with high data integrity
- Coordinate daily technician and logistics routes, including service calls and pickup/drop-off schedules
Customer Communications
- Proactively call and text customers for scheduling, pickup/drop-off confirmations, and rug-ready notifications
- Conduct post-job follow-ups and send review requests via Chirp to support reputation management
- Perform routine Chirp check-ins and ensure prompt, professional responses across channels
Reporting and Administration
- Maintain spreadsheets for budget tracking and operational reporting; ensure data completeness and accuracy
- Support program billing and general filing requirements
Revenue Support
- Identify appropriate upsell opportunities and document outcomes; eligible for commission-based incentives
General Office Support
- Greet customers and answer phone and email inquiries with professionalism and warmth
- Assist with inventory tracking, supply orders, and vendor coordination
- Handle general administrative and office management duties as needed
- Uphold our reputation for prompt, courteous, and high-quality service
Qualifications
- 2+ years of experience in office administration, customer service, or a related role
- Strong verbal and written communication skills
- Proficient with computers, email, and office software (QuickBooks and Jobber experience a plus)
- Detail-oriented, organized, and dependable
- Ability to prioritize and manage multiple tasks with minimal supervision
- Positive attitude, professional demeanor, and commitment to teamwork
- Authorized to work in the U.S.
Compensation & Benefits
- Full-time position, Monday-Friday schedule
- Competitive pay based on experience ($23-$27/hour range anticipated)
- Paid sick time (per NY state law)
- Opportunities for growth and advancement
- Supportive, family-owned team environment