Job Summary:
We are seeking a highly organized, proactive, and adaptable Office Manager to serve as a key right hand to company leadership. This role combines sales support and office operations, ideal for a resourceful utility player who thrives in fast-paced, entrepreneurial environments and isn’t afraid to wear multiple hats.
You’ll be responsible for supporting the sales pipeline, managing day-to-day communications, coordinating office activities, and ensuring smooth execution across business functions. This position requires a blend of administrative precision, customer service acumen, and a strong grasp of systems and workflows.
This position will contribute in the following ways:
1. Lead Generation & Outreach
- Respond to inbound leads via text, email, and CRM in a timely, professional manner
- Research and build local prospect lists (clinics, contractors, businesses)
- Manage incoming partner leads and referrals
- Send outbound messages using email/text/DM templates
- Schedule and confirm appointments, ensuring all leads are entered in CRM
2. Sales Administration
- Prepare quotes, invoices, estimates, and proposal documents
- Follow up with prospects and clients to provide information and close loops
- Update CRM with lead statuses, notes, and pipeline stages
- Support the onboarding of new clinics, clients, or affiliates
- Keep all sales collateral (decks, PDFs, contracts) organized and updated
- Manage and triage the sales inbox: escalate or respond to urgent items
- Assist with basic support marketing workflows and email campaigns as needed
3. Customer Experience
- Send thank-you and follow-up emails/texts after key interactions
- Ensure professional and timely communication with all prospects and customers
1. Operations
- Maintain organized digital files (Google Drive, Notion, Dropbox, etc.)
- Track licenses, certifications, RME filings, SBA docs, and renewals
- Maintain current business info on public directories (Google, Yelp, etc.)
- Order and track office or field materials
2. Scheduling & Calendar Management
- Manage and coordinate executive calendars, meetings, and calls
- Schedule with vendors, contractors, and business partners
- Track timelines, due dates, and key project milestones
3. Internal and External Communication
- Answer and route incoming calls, emails, and texts
- Draft and send professional correspondence to clients, vendors, and agencies
- Follow up on invoices, payments, and outstanding communications
4. General Support
- Order supplies and equipment as needed
- Organize receipts, bills, and support light bookkeeping
- Run occasional errands
5. Special Projects / Other Duties
- Maintain a live tracker for active projects, leads, sales status, and priorities
- Assist in creating investor decks, sales proposals, and product briefs
- Prepare and distribute internal communications, memos, and reports
- Turn voice notes or outlines into professional PDFs or visuals
- Support light content coordination or social media tasks
- Ensure adherence to company policies and assist with record-keeping and compliance tasks.
o This also includes managing the overall fleet of vehicles, trailers, and equipment in regards to service/maintenance schedules, safety checks, registration, and insurance
6. Employee Support
- Facilitate the onboarding process for new employees by aiding with onboarding paperwork, clock in apps, and working with our HR department and payroll processor
- Conduct basic training on the company’s CRM, platform integrations, and office systems. Work with Managers to develop and train on SOP’s and playbooks for all systems and processes
- Provide ongoing support and troubleshooting assistance for employees navigating HR systems and processes
7. All other duties as assigned
Required Skills/Abilities:
· Proactive, solutions-focused mindset with strong follow-through
· Excellent time management skills
· Strong written and verbal communication abilities
· High attention to detail and the ability to prioritize competing tasks
· Professionalism, integrity, and discretion in handling confidential information
· Tech-savvy and self-motivated
· Proficiency with CRM tools (e.g., HubSpot, Salesforce)
· Strong analytical and problem-solving skills
· Interpersonal skills to work effectively with clients, vendors, and internal teams
Education and Experience:
· High school diploma required; college coursework preferred
· 3+ years of experience in sales support, office administration, or operations
· Experience working in a startup, agency, or multi-functional role is a plus
Physical Requirements:
· Prolonged periods of sitting at a desk and working on a computer
· Must be able to lift 15 pounds at times.
· Must be able to access and navigate each department at the organization’s facilities
· Must have the ability to travel to neighbor islands
Job Type: Full-time
Pay: From $65,000.00 per year
Work Location: In perso

Please refer the Job description for details