Administrative Manager

Our company is seeking a highly organized and detail-oriented Administrative Manager to support multiple small businesses from our office located at Smart Start in Trumansburg, NY. In this role, you will oversee daily administrative operations, ensure organizational efficiency, and support various departments to achieve company goals. The ideal candidate will demonstrate strong leadership skills, excellent communication, and a commitment to maintaining a productive work environment.

Key Responsibilities:

• Scheduling & Booking: Manage complex calendars, schedule, reschedule, or cancel appointments via phone/email, and verify client information.


• Routing & Dispatch: Optimize routes for field technicians to maximize productivity, reduce travel time, and ensure timely arrival.


• Coordination: Act as the liaison between customers and service providers to ensure seamless service delivery.


• Communication: Confirm appointments, provide pre-visit instructions, and handle customer inquiries.


• Data Management: Maintain accurate records using QuickBooks Online and generate reports on scheduling/routing metrics.


• Conflict Resolution: Resolve scheduling bottlenecks and address last-minute changes to routes or appointments.

Qualifications & Skills:

• Experience: Previous experience in administrative, scheduling, or dispatching roles. 


• Software Proficiency: Experience using QuickBooks and scheduling software, or other similar data maintenance software. 


• Organizational Skills: Exceptional attention to detail and ability to manage multiple tasks simultaneously. 


• Communication: Excellent verbal and written communication skills for client interaction. 


• Problem-Solving: Ability to think critically and adjust routes and schedules in a fast-paced environment. 


• Flexibility: Ability to adapt to the needs of multiple businesses and roles; willingness to jump in where needed and perform in a multi-faceted position. 

Requirements

• Proven experience in administrative management or similar roles.


• Strong organizational and multitasking skills.


• Excellent written and verbal communication abilities.


• Strong leadership and interpersonal skills


• Proficiency with office software and administrative tools.


• Ability to lead and motivate a team.


• High attention to detail and problem-solving skills.


• Flexible and adaptable to evolving organizational needs.


• High school diploma or equivalent required; associate or bachelor’s degree preferred.

Benefits:

• Competitive pay rate starting at $21.00 - $25.00 per hour


• Paid time off, sick time, and paid holidays and vacations


• Opportunities for professional development and growth


• Supportive and collaborative work environment


• 401k with matching company contributions up to 3%

About our Companies:

Gaggle Company is a septic business serving the greater Ithaca area. Primary job duties for this role include the scheduling of septic maintenance appointments for Gaggle Company. 

Dedication Excavation is an excavation business serving the greater Ithaca area. Primary job duties for Dedication Excavation include managing vendor accounts and scheduling site visits. 

Smart Start is a Day Care Center with classrooms for children from infancy to school-age. While classroom time in this position is very limited, it is important to us to hire an Administrative Manager who is willing to jump in if needed for brief periods of time. Administrative tasks for Smart Start may include organizing student paperwork, filing, etc.