Office Manager

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 to provide exceptional customer service, representing top-quality companies providing process oriented equipment and technologies.

Municipally, we work directly with Consulting Engineers and Municipalities to provide engineered process equipment solutions. Industrially, we focus on regulation-driven industries with specific market penetration for our products.

What you'll do

• 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.

What you bring

• 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.