Admin Operations Manager

We are seeking a highly organized and detail-oriented Admin Operations Manager to join our team at WaterMakers Inc. The Admin Operations Manager will handle various administrative tasks, including accounting matters, vendor relations, billing from service visits, employee onboarding, and providing support to the General Manager. The ideal candidate will have excellent communication skills and the ability to multitask in a fast-paced environment.

Essential Duties and Responsibilities:

• Manage and maintain attendance records and other important information, to ensure clean payroll processing.
• Generate and distribute invoices from service jobs, coordinating with Service and Operations teams to ensure accuracy.
• Provide administrative support to the General Manager.
• Perform office tasks such as record-keeping,ordering supplies.
• Backup for answering customer calls, ensuring excellent customer service for inquiries, order status, and service requests.
• Supervise and coordinate front desk activities, managing phone calls and emails.
• Customer liaison in managing customer accounts, ensuring accurate billing, timely payments, and proper record-keeping.
• Handle payment collections, process transactions, and manage overdue accounts.
• Assist customers with ordering, shipping, and product inquiries as needed.
• Ensure all compliances and internal controls are always followed.
• Train employees on company systems including HRIS & ERP systems, and other necessary tools.
• Coordinate meetings and communications for the General Manager
• Coordinate with IT for computer and office equipment needs.
• Organize special events for the office, including lunches, training sessions, and holiday parties.

• Minimum 2 years of clerical, administrative, or customer service experience; marine or manufacturing industry experience preferred.
• High school diploma or GED (Associate's degree preferred)
• NetSuite experience highly preferred (daily use in AR, invoicing, payment application, and record keeping
• Proficient in Microsoft Office Suite, with strong skills in Excel for data entry, reporting, and spreadsheet management.
• Basic accounting knowledge with strong organizational skills, attention to detail, and the ability to prioritize and manage multiple tasks.
• Strong leadership qualities, reliable, communication & interpersonal skills are imperative (verbal, written, and listening)