Buffalo
Job Description PURPOSE STATEMENT: The Office Manager plays a key role in supporting daily operations, coordinating internal processes, and ensuring the efficient execution of administrative, financial, and customer service functions within a fast-paced event services environment. MAJOR RESPONSIBILITIES: • Oversee daily office operations, ensuring efficient workflow and organization across departments., • Manage and process a high volume of customer orders, contracts, and service requests for trade shows and events., • Serve as a primary point of contact for clients, providing timely and professional communication regarding services, logistics, and billing., • Coordinate with Account Executives, operations teams, and warehouse staff to ensure accurate execution of event requirements., • Review, track, and reconcile event-related documentation including orders, invoices, and change orders., • Assist with payroll processing, including timecard review, verification of hours, and coordination with payroll systems (Paychex)., • Support accounts receivable and accounts payable functions, including invoicing, payment processing, and follow-up on outstanding balances., • Maintain accurate records and data entry within internal systems (Boomer, QuickBooks, Excel, etc.)., • Assist with staff scheduling, onboarding, and general HR-related administrative tasks., • Monitor and ensure compliance with company policies, procedures, and industry requirements., • Handle problem-solving and issue resolution related to customer orders, billing discrepancies, and event logistics., • Support internal reporting, including job costing, profit tracking, and operational summaries., • Fast-paced, deadline-driven environment with multiple concurrent projects, • High level of responsibility and accountability across several operational areas, • Frequent communication with clients, vendors, and internal teams, • Ability to manage competing priorities and adapt to changing needs KNOWLEDGE/SKILLS/EXPERIENCE: • 2 + Years’ experience, • Excellent written and verbal communication skills., • Ability to assume responsibility without direct supervision, exercise initiative and judgment and make decisions within the scope of assigned authority is required., • Possess excellent organizational and time-management skills to be able to be highly productive, focused on results and effective at managing multiple duties and working for multiple leaders concurrently., • Must possess a high level of interpersonal skills to facilitate constant interaction with a wide variety of personalities and management styles. Ability to maintain focus on assigned tasks in spite of constant interruptions by telephone and personal contact. Work effectively with others, both internally and externally, to accomplish administrative duties., • Must possess a sense of urgency for the business, and quick response time. OVERSITE OF OTHERS: • Oversee Customer Service Representatives & Accounting KEY CUSTOMER CONTACTS: • All levels of associates across the organization., • Customers, suppliers, vendors and the public. SCOPE INDICATORS: • Accuracy of reports/documents/presentations & meeting arrangements completed., • Internal/External customer satisfaction., • Sense of urgency for the business. PHYSICAL REQUIREMENTS: • Daily use of computers and telephone., • Ability to verbally communicate with courtesy, clarity and diplomacy., • Depending on the day’s activities – ability to sit for extended periods of time as well as necessity to actively move about. Company Description“You imagine it and We bring it to life!” Hale Northeastern, Inc. is a full-service special events production company that has produced thousands of successful local, regional and national events for over 125 years. From event concept to completion, we do the work, so you don’t have to. Proudly calling Buffalo, NY home since 1901, Hale specializes in trade show, special events, corporate and private parties, rallies, sign production, decorative services and more. From small displays to huge extravaganzas – if you can conceive it, we can create it! The creative vision, organization and communication amongst the Hale team not only guarantees on-time deadlines and show openings, but a final product that exceeds expectations. Every time!“You imagine it and We bring it to life!”\r\nHale Northeastern, Inc. is a full-service special events production company that has produced thousands of successful local, regional and national events for over 125 years. From event concept to completion, we do the work, so you don’t have to. \r\n\r\nProudly calling Buffalo, NY home since 1901, Hale specializes in trade show, special events, corporate and private parties, rallies, sign production, decorative services and more. From small displays to huge extravaganzas – if you can conceive it, we can create it!\r\n\r\nThe creative vision, organization and communication amongst the Hale team not only guarantees on-time deadlines and show openings, but a final product that exceeds expectations. Every time!