Office Manager

The Office Manager runs the day to day operations of the office and keeps money, paperwork, and communication moving. This person is the hub between the office, the field, clients, vendors, and our financial partners.

Responsibilities include:

Office Operations

• Staff the reception desk and greet clients, vendors, and visitors

• Manage the general company email, office line, texts, WhatsApp, and JobTread messages

• Manage the company calendar, mail, supplies, and office organization

• Organize and maintain general company files

• Serve as the point of contact for office service providers, such as IT, phones, and internet

Client Experience

• Handle lead intake and first contact

• Onboard new clients into our systems and process

• Manage the customer and job pipeline and keep statuses up to date

• Collect and organize documents and paperwork, such as capital improvement forms

• Keep clients informed with timely follow up

Accounts Payable, Receivable and Payroll

• Manage the billing email and all incoming vendor bills

• Enter bills in Job Tread under the correct job and cost code, get approvals, and process payments

• Send client invoices and track payments to collection

• Track receipts and keep financial records clean

• Keep job costing accurate, including tracking labor hours by job

• Enter payroll hours in ADP, verify hours with supervisors, and track PTO

• Work with our bookkeeper and accountant to keep information accurate and on time

Vendor Compliance and Ordering

• Collect and maintain COIs, W9s, and licenses for all trade partners and vendors

• Manage and maintain online vendor and supplier accounts

• Place orders from approved order requests

• Track deliveries and update the team on status

Systems and Team Support

• Help create and update SOPs and training materials

• Maintain and help implement our technology, such as JobTread, Google Workspace, and AI tools

• Look for ways to improve efficiency, automate repetitive work, and strengthen our systems

• Assist with onboarding new hires