Job Description

Office Manager (Bilingual)

Location: Merrick, NY

Salary: $60,000–$80,000 (DOE)

About the Role

A busy, fast-paced window manufacturing company in Merrick, NY is seeking an experienced, highly organized Bilingual Office Manager to oversee day-to-day office operations, support production teams, and ensure smooth workflow across the organization.

This role requires a quick learner with strong math skills , excellent phone communication , and the ability to take charge , problem-solve, and manage multiple priorities.

Spanish fluency is required, and prior manufacturing or production environment experience is strongly preferred.

Key Responsibilities

Office & Administrative Management

• Oversee daily office operations to ensure efficiency and productivity.
• Learn and master the company’s proprietary computer system (training provided).
• Manage heavy incoming phone volume; handle customer inquiries, scheduling, and issue resolution.
• Maintain organized digital and physical filing systems.
• Monitor and order office supplies, materials, and equipment as needed.

Customer Service & Communication

• Serve as a primary point of contact for customers, vendors, and internal teams.
• Address day-to-day customer issues, complaints, and service requests promptly and professionally.
• Coordinate with sales, production, and installation teams to ensure accurate and timely information flow.

Production & Manufacturing Support

• Communicate with production supervisors to ensure orders, timelines, and specifications are accurate.
• Review work orders, measurements, and specifications to ensure accuracy (strong math skills required).
• Track production schedules and notify customers of expected timelines or delays.
• Assist with quality checks on paperwork, order accuracy, and scheduling.

Leadership & Workflow Coordination

• Delegate tasks to administrative staff or supporting team members as needed.
• Oversee onboarding and training of new office staff.
• Ensure all departments have what they need to meet deadlines and daily goals.
• Identify workflow inefficiencies and recommend improvements.

Accounting & Reporting Support

• Assist with basic bookkeeping tasks such as invoicing, purchase orders, and payment tracking.
• Reconcile order documents, delivery confirmations, and related paperwork.
• Generate daily, weekly, and monthly reports for leadership regarding operations, orders, and office performance.

Compliance & Safety

• Maintain office compliance with company policies, safety guidelines, and manufacturing regulations.
• Support HR duties including attendance tracking, maintaining employee records, and scheduling.

Required Skills & Qualifications

• Fluent in Spanish (required).
• Strong math skills for measurements, order checks, invoicing, and production-related review.
• Experience handling heavy phone traffic and customer service.
• Proven ability to multi-task , delegate , and work under pressure.
• Strong problem-solving skills and the ability to take charge in fast-moving situations.
• Proficiency with computers; ability to learn new systems quickly.
• Prior experience in a manufacturing, construction, or production office strongly preferred.
• Excellent organizational, communication, and leadership skills.

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