Executive Office Manager

CompanyHydro Flow Filtration SystemsWe are a California based and Italian family owned fast-growing branch of Atlas Filtri. We operate in the water filtration manufacturing industry. Our carbon-based products are sent nationwide and abroad to filter drinking water around the world for millions of people.Job SummaryWe are seeking a detail-oriented Sales Operations and Finance Coordinator to support our sales operations and financial administration. This role plays a critical part in ensuring smooth day-to-day operations, assisting clients, and maintaining financial accuracy. The ideal candidate will be proactive, customer-focused, and capable of handling multiple responsibilities across sales support and finance.ResponsibilitiesSales & Customer Service• Serve as a primary point of contact for customer inquiries, providing timely and professional assistance.• Guide new clients through the onboarding process, ensuring all required documents are completed accurately.• Assist in preparing quotes, contracts, and proposals for new and existing clients.• Handle incoming calls and emails, addressing routine questions or concerns and escalating complex issues to the Director of Sales Operations.• Partner with the Director of Sales Operations to process new orders and manage the needs of existing clients, ensuring seamless order fulfillment and customer satisfaction.• Maintain customer records and account updates, ensuring all interactions are documented properly.Admin & Finance• Manage accounts payable and receivable, ensuring invoices are processed accurately and payments are collected on time.• Oversee vendor payments, tracking due dates and coordinating timely disbursements.• Assist with month-end financial closing, reconciling accounts, and preparing financial reports in collaboration with the finance team.• Work closely with both department directors to ensure financial accuracy and compliance with company policies.• Track and follow up on outstanding payments from clients, ensuring proper documentation and resolution of discrepancies.Qualifications• 5+ years of experience in a sales support, customer service, or finance-related role.• Strong organizational skills with the ability to prioritize and multitask effectively.• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with financial software is a plus.• Excellent communication skills, both written and verbal, with a professional and customer-focused approach.• Ability to work independently and as part of a team in a fast-paced environment.• In-person 5 days a week preferred, remote work can be discuss.

Created: 2025-03-06