Job Description

**Position Description

**

Part-time key position focusing on customer service, phone screening and quote coordination, accounting, billing/invoicing, filing/organization, and office management directly supporting the General Manager and staff. We are looking for more than a task-executor — we want someone who genuinely enjoys being the face of the office, takes pride in helping a small company run smoothly, and sees opportunity in growing alongside the business. If you are the kind of person who naturally spots a better way to do something and quietly makes it happen, you will thrive here.

**Primary Responsibilities

**

**Office & Job Coordination

**

• Screen incoming calls professionally; learn FSM’s service lingo and customer types.

• Capture detailed notes from customer inquiries and prepare organized quote summaries.

• Reduce disruptions to the General Manager’s workflow by triaging calls independently.

• Work within FSM’s quoting software to make basic updates (contact details, attachments, etc.).

• Schedule and coordinate courier services for outgoing shipments.

**Customer Service

**

• Greet customers and visitors professionally.

• Prep quote requests; coordinate with the General Manager on follow-ups.

**Accounting

**

• Generate and send customer invoices in a timely manner; print and prepare packing slips.

• Accounts Payable: Enter and manage vendor bills; review upcoming payments against receivables.

• Accounts Receivable: Process and deposit incoming payments; follow up on aging balances.

• Process payroll; maintain employee time, vacation, and sick records; assist with workers’ comp.

• Process credit card payments and perform regular bank and credit card reconciliations.

• Maintain accurate financial records and support basic reporting needs.

**Filing, Organization & Office Upkeep (Critical)

**

• Maintain completed job filing cabinet; scan and digitally archive completed project documentation.

• Perform regular, consistent office cleaning and workplace organization.

• Maintain and file shop floor paperwork on a regular, ongoing basis.

**Purchasing & Cost Reduction

**

• Maintain office product and shop supply inventory with the team.

• Actively assist with cost reduction efforts — research and identify better pricing on shop supplies.

• Schedule and coordinate miscellaneous services (scrap/waste removal, repairs, etc.).

**Who We’re Looking For

**

Beyond the technical skills, we are looking for the right fit for our team and culture. FSM is a small, tight-knit manufacturing company. The right candidate will feel at home in that environment — and want to help it grow.

**Customer-Facing Presence

**

• Warm, professional, and genuinely friendly — you will be the first impression for customers and visitors.

• Positive, can-do attitude that reflects well on the company in every interaction.

• Able to communicate clearly and professionally with a wide range of people.

**Small Business Heart

**

• Motivated by the idea of being a true right-hand to leadership and having a meaningful impact on the company’s success.

• Comfortable wearing multiple hats and adapting as the company’s needs evolve.

• Invested in the long term — we’re looking for someone who wants to call this place home, with the opportunity to grow as we grow.

• Takes genuine pride in keeping things running smoothly, even in the background.

• Naturally looks for smarter, more efficient ways to do things — and follows through on improving them.

• Comfortable developing or refining internal processes without waiting to be asked.

• Proactively identifies gaps and cost reduction ideas and takes initiative to work on them.

**Required Skills & Software

**

• Accounting fundamentals

• QuickBooks or similar

• Microsoft Excel

• Microsoft Word and Outlook

• Time management and work proficiency

• Professional communication skills

**Preferred But Not Required

**

• General understanding of HR policies

• General understanding of financial reporting

• General understanding of manufacturing drawings

• Familiarity with manufacturing software such as JobBoss and PaperlessParts

**Education

**

• High School Diploma (Required)

• Certificates in Accounting and Accounting Software (Preferred)

**Experience

**

• 2–5 years of experience in accounting, bookkeeping, or office administration.

• Must be an independent, proactive thinker capable of setting daily task lists and meeting goals with minimal oversight.

**Position Details

**

**Position Type

**

Part-Time (Hours TBD)

**Direct Supervisor

**

General Manager

**Target Start Date

**

June 2026

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