Job Description
Office Manager (Bilingual)
Location: Merrick, NY
Salary: $60,000–$80,000 (DOE)
About the Role
A busy, fast-paced window manufacturing company in Merrick, NY is seeking an experienced, highly organized Bilingual Office Manager to oversee day-to-day office operations, support production teams, and ensure smooth workflow across the organization.
This role requires a quick learner with strong math skills, excellent phone communication, and the ability to take charge, problem-solve, and manage multiple priorities.
Spanish fluency is required, and prior manufacturing or production environment experience is strongly preferred.
Key Responsibilities
Office & Administrative Management
- Oversee daily office operations to ensure efficiency and productivity.
- Learn and master the company’s proprietary computer system (training provided).
- Manage heavy incoming phone volume; handle customer inquiries, scheduling, and issue resolution.
- Maintain organized digital and physical filing systems.
- Monitor and order office supplies, materials, and equipment as needed.
Customer Service & Communication
- Serve as a primary point of contact for customers, vendors, and internal teams.
- Address day-to-day customer issues, complaints, and service requests promptly and professionally.
- Coordinate with sales, production, and installation teams to ensure accurate and timely information flow.
Production & Manufacturing Support
- Communicate with production supervisors to ensure orders, timelines, and specifications are accurate.
- Review work orders, measurements, and specifications to ensure accuracy (strong math skills required).
- Track production schedules and notify customers of expected timelines or delays.
- Assist with quality checks on paperwork, order accuracy, and scheduling.
Leadership & Workflow Coordination
- Delegate tasks to administrative staff or supporting team members as needed.
- Oversee onboarding and training of new office staff.
- Ensure all departments have what they need to meet deadlines and daily goals.
- Identify workflow inefficiencies and recommend improvements.
Accounting & Reporting Support
- Assist with basic bookkeeping tasks such as invoicing, purchase orders, and payment tracking.
- Reconcile order documents, delivery confirmations, and related paperwork.
- Generate daily, weekly, and monthly reports for leadership regarding operations, orders, and office performance.
Compliance & Safety
- Maintain office compliance with company policies, safety guidelines, and manufacturing regulations.
- Support HR duties including attendance tracking, maintaining employee records, and scheduling.
Required Skills & Qualifications
- Fluent in Spanish (required).
- Strong math skills for measurements, order checks, invoicing, and production-related review.
- Experience handling heavy phone traffic and customer service.
- Proven ability to multi-task, delegate, and work under pressure.
- Strong problem-solving skills and the ability to take charge in fast-moving situations.
- Proficiency with computers; ability to learn new systems quickly.
- Prior experience in a manufacturing, construction, or production office strongly preferred.
- Excellent organizational, communication, and leadership skills.