Office Manager / AR & Operations Coordinator

Office Manager / AR & Operations Coordinator

U.S. Water Services Corporation

U.S. Water Services Corporation is a well-established and diverse water and wastewater utility organization specializing in utility maintenance, operations, engineering, and construction services. Headquartered in New Port Richey, Florida, this position is with one of our growing utility services companies specializing in lift station maintenance and wastewater operations. Our work supports critical infrastructure - it's fast-paced and hands-on.

Position Summary

We are looking for an Office Manager to run the day-to-day administrative, customer service, and accounting support functions of the business. This role supports daily operations by maintaining accurate records, coordinating billing and accounts payable/receivable, and serving as a liaison between customers, field operations, and management.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, customer-focused environment.

Essential Duties & Responsibilities

• Oversee daily office operations, functions, and services, ensuring efficient administrative support.
• Manage accounts receivable function including invoicing and customer billing. Follow up on past-due accounts (calls, emails, statements). Maintain accurate customer balances and resolve any discrepancies.
• Manage accounts payable functions including processing vendor invoices. Maintain organized records and approvals. Track expenses and recurring costs.
• Maintain accurate customer account records, service requests, and work order documentation.
• Serve as a primary point of contact for customer inquiries, complaints, and service issues.
• Coordinate communication between office staff, field crews, and management.
• Prepare and maintain reports related to billing, operations, and financial performance.
• Assist with budgeting, tracking expenses, and financial reporting
• Ensure compliance with company policies, utility regulations, and local/state requirements.
• Maintain filing systems, databases, and confidential records.
• Coordinate meetings, schedules, and administrative support for management staff.
• Support audits, inspections, and regulatory reporting requirements.
• Order office and operational supplies and assist with inventory tracking.
• Support internal processes and documentation.
• Help keep the office running smoothly (including light cleaning if needed).
• Ensure adherence to safety policies and procedures within the office environment.
• Perform other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required
• Basic accounting experience (AP/AR, invoicing, reconciliation) required
• 3+ years' experience in office management or similar role
• Strong collections and customer service experience
• Highly organized and detail-oriented
• Comfortable working in a fast-paced environment
• Ability to communicate effectively with both customers and field staff
• High level of integrity and accountability
• Proficiency in QuickBooks and Microsoft Office; experience with Business Central preferred

Knowledge, Skills & Abilities

• Working knowledge of accounts receivable and collections processes, including aging management
• Understanding of accounts payable workflows, invoice processing, and expense tracking
• Familiarity with service-based business operations (work orders, scheduling, customer accounts)
• General understanding of internal controls and proper handling of company funds
• Strong collections and negotiation skills with the ability to handle difficult payment conversations professionally
• Effective problem-solving skills with the ability to resolve customer and operational issues quickly
• Time management and prioritization skills in a high-volume environment
• Clear and professional written and verbal communication
• Strong administrative and organizational skills with attention to accuracy
• Ability to take ownership of tasks and work independently with minimal supervision
• Ability to manage multiple priorities and shift focus quickly as business needs change
• Ability to interact effectively with a diverse team, including field technicians and customers
• Ability to maintain confidentiality and exercise sound judgment
• Ability to work under pressure and meet deadlines in a fast-paced, service-driven environment
• Willingness to assist with a wide range of office responsibilities as needed

Working Conditions

• Primarily office-based environment with frequent interaction with customers and staff
• May require occasional extended hours during billing cycles, audits, or emergencies

Equal Opportunity Employer

U.S. Water/USW Utility Group is committed to building a diverse workforce and is proud to be an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, veteran status, disability, or any other protected classification.