Overview:
We are looking for an Office Manager for our Gilmer, TX office. As the Office Manager, you will ensure the smooth day-to-day operations of Skynet’s office and support our team in delivering great service. This is a multifaceted role ideal for someone organized, personable, and proactive. You’ll coordinate administrative activities, manage customer account records, assist with billing, schedule and dispatch service appointments, and serve as a central point of contact for staff and customers alike. In a small but growing company, our Office Manager wears many hats – from answering phone calls and greeting visitors, to bookkeeping and HR paperwork. If you have strong organizational skills and enjoy keeping an office running efficiently, this position is for you. (This is a full-time, on-site role in Gilmer. Typical business hours; no travel required beyond occasional local errands.)
Key Responsibilities:
Administrative Oversight: Coordinate office activities and ensure efficient operations. This includes managing office supplies, handling mail, and keeping the office space organized. Develop or improve office procedures as needed for efficiency and compliance with company policies.
Reception & Communication: Serve as the first point of contact for the company. Answer incoming phone calls and emails from customers courteously and professionally. Address general inquiries about our services, take messages, or direct calls to the appropriate technician/department. Greet any walk-in customers or visitors to the office and assist them or notify appropriate staff.
Scheduling & Coordination: Work closely with the technical team to schedule customer installations and service appointments. Maintain the installation calendar, making sure technicians have a clear agenda and customers are reminded of appointments. If there are changes (e.g., weather delays for tower work or a customer reschedule), communicate updates to all parties and adjust the schedule accordingly.
Customer Accounts & Billing: Assist in customer account management. This involves entering new customer details into our billing system, updating contact information, and helping customers with billing questions. Prepare and send out monthly invoices or bills for services (if using an automated billing software, oversee that it’s running correctly). Process customer payments and record them (including handling any cash/check payments that come to the office). Work with our accounting software (e.g., QuickBooks or similar) to record expenses and revenues as needed.
Record-Keeping & Reporting: Maintain various company records – from customer service agreements to inventory logs. Keep track of equipment stock (routers, radios) and alert the team when supplies need reordering. File and organize documents, whether physical or digital, for easy retrieval. Assist with preparing simple reports, such as monthly subscriber counts, billing summaries, or expense reports for management review.
HR & Onboarding Support: Coordinate new hire paperwork and orientation for any new employees. This might include preparing employment contracts, setting up files for each employee, explaining basic office policies, and ensuring they complete any required forms (tax forms, direct deposit, etc.). Keep track of staff PTO/vacation requests and office attendance records. You’ll also liaise with payroll (if outsourced or done by accounting) to provide any needed info.
Office Budget & Vendor Management: Help monitor office-related expenses and adhere to an office budget. For example, track spending on supplies or utilities. Work with vendors for office needs – like office equipment maintenance, supply orders, or facility services. Compare prices and make cost-effective decisions when purchasing for the office.
Executive Support: Provide direct administrative support to the company owners/managers as needed. This can include scheduling meetings, preparing meeting notes, handling correspondence, or researching and booking travel arrangements for any work trips. Essentially, act as the reliable right-hand person to leadership for administrative tasks.
Community Engagement: Since we are a community-focused company, you might occasionally assist with marketing or community outreach tasks. For example, helping to organize a local event, posting updates on our social media or website, or creating flyers/newsletters for customers. (These are occasional and can be learned on the job.)
Problem Solving: Tackle minor issues that arise in the office – whether it’s troubleshooting a printer jam, figuring out why a customer’s bill looks off, or coordinating an urgent same-day service request. Being adaptable and proactive in finding solutions is key.
Qualifications:
Experience: 2+ years of experience in office administration, office management, or a similar administrative role is preferred. Experience in a small business or a startup environment is useful since you’ll be handling diverse tasks. Familiarity with telecom or technology industries is a bonus but not required.
Education: An associate’s or bachelor’s degree in Business Administration, Communications, or related field is nice to have, but not mandatory. High school diploma or equivalent is required at minimum, especially if coupled with strong relevant experience.
Organizational Skills: Exceptional organization and multitasking ability. You must be able to keep track of many details – schedules, invoices, supplies, etc. – without letting things slip through the cracks. Ability to prioritize tasks effectively and keep the office running on schedule.
Communication Skills: Excellent written and verbal communication. You’ll be drafting emails, explaining bills to customers, and coordinating with team members daily, so clarity and professionalism are a must. Customer service or receptionist experience is a plus, as a friendly and patient demeanor with customers is important.
Technical Skills: Proficiency with common office software and tools. This includes the MS Office Suite (Word, Excel, Outlook) or Google Workspace. Experience with accounting or billing software (QuickBooks, Xero, or a proprietary billing system) is highly desirable. Comfortable learning new software (e.g., a customer management system or scheduling tool). Basic understanding of bookkeeping/accounting principles is helpful for handling invoices and expenses.
Problem-Solving: A resourceful attitude in resolving minor issues independently. For example, if a customer calls with a billing discrepancy, you should investigate and attempt to resolve it or know when to escalate unusual cases. If a process isn’t working efficiently, propose a better way. We value an initiative-taking approach.
Trustworthiness & Confidentiality: As you will handle sensitive information (customer data, employee files, financial info), integrity and discretion are critical. Must have a trustworthy character and possibly pass a basic background check if requested.
People Skills: Enjoy working with people and helping others. Ability to work well in a team environment – coordinating between customers, field techs, and management. A positive attitude and the ability to stay calm and courteous under the occasional stressful rush (like when multiple calls come in at once) will serve you well.
Local Knowledge: Familiarity with the local area (Gilmer/East Texas) can be helpful for scheduling (knowing distances for tech routes) and connecting with our community values. Must be able to reliably commute to our office daily; this is not a remote job.
Compensation:
Hourly Wage: ~$17 – $22 per hour (depending on experience and skill level). We aim to offer a competitive pay rate for the East Texas area. This will be a full-time position (approximately 40 hours per week).
Benefits: As a full-time employee, we observe major holidays (office is closed on major holidays, which are paid days off). Additionally, you will have access to our internet service at no cost (an employee perk – free home internet through our network).
Work Hours: Generally Monday–Friday, 8:00 AM to 5:00 PM, working from our office. We have a friendly, small-team work environment. Occasional flexibility to adjust hours may be requested for special situations (e.g., staying a bit late to finish end-of-month billing on rare occasions), but we respect work-life balance and keep overtime rare.
Advancement: This role offers stability and the chance to grow as we grow. As we add more customers and possibly more office staff, there may be opportunities to take on a Office Administrator or Operations Coordinator type of leadership, or specialize in areas like accounting or HR if those teams grow. We support professional development – if you want to take courses or certifications related to your role (e.g., bookkeeping, HR certification), we can discuss support.
90-Day Trial Period:
Skynet Internet uses a 90-day introductory period for all new hires, including the Office Manager. During your first 90 days, you will become familiar with our office procedures, billing systems, and team, while we assess your fit within the company. We will provide training and feedback throughout this period. Successful completion of the 3-month probationary period will confirm your role as a long-term team member. Think of this as an extended onboarding – it gives you a chance to showcase your abilities and ask plenty of questions as you settle in. We find this approach helps new employees integrate smoothly and ensures we’re all on the same page.