Office Manager

About the role

Peterson and Matz Inc., a UFT company, is a manufacturers' rep firm specializing in municipal and industrial water and wastewater treatment. Founded in 1969, the company has focused on providing exceptional customer service, representing top-quality companies providing process-oriented equipment and technologies. We are hiring a detail-oriented Office Manager to join our team. This key role involves managing quotes, coordinating projects, office management, and ensuring timely product deliveries.

Responsibilities

• Process incoming requests and maintain accurate data within the company’s sales system
• Collaborate with sales team to prepare precise and competitive sales quotes
• Issue vendor purchase orders and maintain detailed records of correspondence
• Oversee project deliverables, ensuring timely and successful execution
• Support logistics management, service requests, and customer/vendor relations
• Maintain and update project status reports, providing key information to the sales team and customers
• Assist customers with preliminary equipment applications and selections
• Plan and coordinate water industry conferences, trade shows, and customer events by managing registrations, booth logistics, marketing materials, promotional items, and event set up to ensure a professional company presence
• Oversee the day-to-day operations of the office to ensure efficiency and organization
• Provide administrative support to sales personnel, leadership, and department managers
• Prepare reports, presentations, correspondence, and other business documents
• Serve as the primary point of contact for office inquiries

Requirements

• Background in order entry, office management, and purchase order management
• Experience within the construction, industrial equipment, or water/wastewater industries a plus
• Experience working with vendors and internal sales teams to coordinate project details and timelines
• Familiarity with project documentation and submittal preparation for customer and vendor review
• Proven ability to manage multiple projects simultaneously, including tracking status, updating schedules, and meeting deadlines
• Exposure to billing and invoicing processes within project-based environments
• Experience using MS Office
• Ability to provide excellent customer service