Office Manager

Position Overview

The Office Manager plays a critical role in supporting our our team ensuring smooth day-to-day operations. This role focuses on organization, coordination, and execution across conferences, samples, customer outreach, marketing support, and accounting systems.

This is an ideal position for someone who enjoys variety, takes pride in details, and thrives in a team-oriented environment.

Key Responsibilities

1. Conference & Event Support

• Plan, schedule, and coordinate Fresh Baby’s participation in public health conferences
• Prepare, organize, and ship conference materials
• Manage return logistics and inventory tracking post-event
   

2. Sample Inventory & Fulfillment

• Maintain organized inventory of product samples
• Ensure adequate shipping supplies are available
• Pick, pack, and ship samples to support sales efforts
   

3. Customer Outreach & Feedback

• Conduct outreach to customers to confirm order delivery and satisfaction
• Support implementation of customer satisfaction surveys using Zoho tools
• Collaborate with team on survey tracking and insights (survey tabulation managed within Zoho)
   

4. Accounting System Support

• Provide flexible support across the sales and marketing team as needed
• Support administration of Zoho Books, including:
  • Item updates
  • Promo code setup
  • General system maintenance
• Back Up Customer Service Manager for order processing and invoicing
   

5. Sales & Marketing Team Support

• Research health & grant programs to identify sales leads for Account Managers
• Build and manage email lists using Zoho Marketing Automation
• Collaborate with Account Managers on sales initiatives and special projects
   

6. Order Entry & Invoicing Backup

• Serve as backup support for order entry and invoicing processes when needed

Qualifications

• Strong organizational skills and attention to detail
• Excellent communication and teamwork skills
• Proficiency in Microsoft Office (especially Excel)
• Experience with CRM, marketing, or accounting systems (Zoho experience a plus)
• Ability to learn and adapt to new technology platforms
• Prior experience in sales support, operations, or a related role preferred
• Bookkeeping experience is a plus

Benefits

• Healthcare Reimbursement Program (tax-free QSEHRA)
• Paid time off (vacation and sick time)
• Paid holidays
• 401(k) with matching and profit sharing
• Pension
• Short Term and Long Term Disability Insurance

Work Location & Hours

• Petoskey, MI (in-person)
• Full-time, 40 hours/week
• Monday-Friday with flexible start (8:00–9:00 AM) and end times (4:00–5:00 PM)
• Hourly: $25+/hour (52,000 annually) plus performance bonus