Office Manager / Book Keeper / Customer Service

We are a rapidly growing general contractor located in north San Diego County, servicing all of San Diego County. We are team and family focused, with everyone playing a role in the success of our customers, employees, and the company.

About the role

This position entails wearing multiple hats to assist team members, ensure happy customers, and follow established processes. The role involves representing the company to suppliers, customers, applicants, and employees to enhance our brand and exceed customer needs.

Responsibilities

• Represent the company to all stakeholders to differentiate from competition and enhance brand.
• Service prospective and existing customers to exceed their needs and create long-term relationships.
• Collaborate with all employees to meet and exceed their needs.
• Ensure all tasks are completed in a timely and professional manner.
• Develop a close working relationship with the Owner, Operations Manager, and Sales Manager.
• Sales:
  • Create sales packages (Leave Behind, business cards, Warranty, License, and what to expect).
  • Enter leads into the CRM and update customer reference lists regularly.
  • Create schedules in CRM to ensure correct availability for salespeople.
  • Call in-progress and completed jobs to ensure 100% satisfaction.
  • Ask for reviews and referrals; send thank-you cards to clients.
  • Manage new leads and appointments to ensure low slippage.
  • Log all calls and communication in CRM.
• Production:
  • Print contracts and work orders for scheduling approval.
  • Make intro calls to confirm schedules, send intro emails, and deposit invoices.
  • Create Job Jackets including contract/work order, certificate of completion (COC), change order forms, door hangers, and warranty packages.
  • Ensure all job aspects are complete and ready before the start date, including ordering toilets if needed.
  • Confirm job starts the week prior and send day 1 invoices.
  • Confirm changes/additions/deletions and send final invoices.
  • Manage CRM by importing and exporting jobs and costing to QuickBooks.
• Administrative:
  • Update and maintain CRM accuracy daily (job status, customer contact information).
  • Reconcile CRM with completed job jackets, including handwritten notes and change forms.
  • Maintain all files and process mail.
  • Order office supplies and manage facilities.
  • Answer phones, coordinate messages, and organize company functions.
  • Manage company T-shirts and onboard new employees.
  • Ensure positive customer experience throughout sales and production.
• Financial:
  • Oversee key financial metrics: job costing, gross margin tracking, payroll, accounts payable (AP), accounts receivable (AR), invoicing, trend reports, and journal entries.
  • Work with leadership to determine values, mission, and short/long-term goals.
  • Cultivate strong vendor relations and maintain vendor packets, COI, and W9 for commercial jobs.
  • Process payroll, PTO, and reimbursements; reconcile expense reports.
  • Manage paperwork for employee termination and participate in leadership development programs.
  • Keep QuickBooks up to date and reconcile supplier invoices.
  • Code all company charges correctly and interface with EDD, CalSavers, and other agencies.
  • Update the employee manual annually.
  • Set up travel arrangements for the owner or operations as needed.
  • Ensure prevailing wage jobs are certified and per diems are calculated.
  • Manage accounts receivable, with emphasis on commercial jobs due to timing.

Requirements

• Positive, team-oriented attitude.
• At least 2 years of experience in customer service and office management.
• Proficiency in QuickBooks and Microsoft Office Suite; Microsoft Dynamics (CRM) is a plus.
• Bilingual is a plus.
• Systems-oriented with strong attention to detail and ability to implement processes.

Benefits

• Full-time employment.
• Health insurance.
• Vision insurance.
• Company cell phone and laptop.
• CalSaver offered.
• Competitive salary.
• Bonus for team efforts.
• Paid time off.