Office Manager

Lead with Precision - Become the Operational Backbone at Mr. Ammonia Refrigeration Inc as Our Office Manager!

Job Title: Office Manager

Company Name: Mr. Ammonia Refrigeration Inc

Salary: $50,000-$65,000 per year (depending on experience)

Job Overview:

Mr. Ammonia Refrigeration Inc is looking for a sharp, self-starting Office Manager to oversee and enhance our administrative operations at our Columbus, OH headquarters. This full-time, on-site leadership role is tailored for an experienced office professional who thrives in a fast-paced, detail-driven environment. As the operational anchor of a small, collaborative team, you'll manage day-to-day office workflow, maintain accountability across both local and remote staff, and act as the key liaison between internal departments, vendors, subcontractors, and our customers.

Who We Are:

For over 40 years, Mr. Ammonia Refrigeration Inc has been a trusted name in industrial ammonia refrigeration systems across the food and beverage industries. Based in Columbus, OH, we specialize in designing, installing, and servicing energy-efficient systems tailored to each client's unique needs. With a commitment to technical excellence, rapid service, and customer satisfaction, we provide reliable refrigeration solutions that fuel the backbone of food production and distribution.

Responsibilities Include (but are not limited to):

Team Oversight & Workflow Management:

Supervise and manage a team of 4-5 office and 2-3 remote staff members.

Assign tasks, monitor productivity, and follow up to ensure accuracy and efficiency.

Maintain alignment and team morale; re-train as necessary when issues arise.

Act as the central contact point between the owner, internal staff, customers, vendors, and subcontractors.

Prioritize inbound quote requests, oversee the queue, and ensure high-quality and timely responses.

Administrative Operations:

Use QuickBooks for quote generation, sales orders, purchase orders, deposit matching, and item maintenance.

Create accurate and timely quotes for service, parts, and projects.

Review incoming purchase orders and confirm alignment with proposals-make adjustments or revisions as needed.

Oversee creation of change orders, add new customers to the CRM, and verify pick/pack slips prior to shipping.

Ensure inventory counts match QuickBooks data; manage reorders for depleted stock and consumables.

Daily oversight of accuracy in outgoing communications and customer deliverables.

Project and Inventory Tracking:

Maintain and manage job tracking through spreadsheets-average of 100-150 active jobs.

Track expected ship dates from vendors and update accordingly.

Order parts from vendors and ensure expected timelines are met.

Finance and Logistics Support:

Enter bank deposits via remote scanner and match deposits to open invoices.

Create and print shipping labels.

Create and send 10-20 purchase orders daily for job materials.

The Ideal Candidate Should Possess:

QuickBooks proficiency (sales, purchasing, inventory, and item lists).

Excellent organizational and multi-tasking skills.

Leadership experience in managing a small, multi-role team.

Exceptional problem-solving and decision-making ability.

Detail-oriented with high standards for accuracy and follow-up.

Ability to work independently and remain productive when management is off-site.

Comfort working in a high-volume email environment with willingness to pick up the phone or host virtual meetings when needed.

Experience in a service-based business or similar administrative environment.

Benefits:

Health Insurance Options

Retirement Plan Options

Paid Time Off

Career Growth Opportunities

Work-Life Balance

Travel Opportunities

Company and Team Events

Performance or Annual Bonuses

Continued Training and Certifications

Company Vehicle Mileage Reimbursement

Schedule:

Full-time

Monday to Friday (standard business hours)

On-site only (Columbus, OH)

Work Location:

Columbus, Ohio

Join Our Team!

If you're a proactive and professional Office Manager who enjoys being the linchpin in a collaborative environment and has a knack for getting things done right-the first time-we want you on our team. Help drive operational excellence at Mr. Ammonia Refrigeration Inc!

We foster a family-like environment where every employee is valued. As an equal opportunity employer, we prioritize diversity in our workforce, recognizing that innovation thrives on varied perspectives. We embrace individuals from diverse backgrounds, including ethnicity, religion, and education, without regard to race, age, gender, or sexual identity.