Job Description

Position: Office Manager – Contract Services Company

We are looking for a professional, highly organized Office Manager to support daily operations, keep projects moving smoothly, and serve as the central communication hub between customers, crews, and management for a local residential services company.

 Responsibilities

 Scheduling & Coordination

• Manage job schedules, crew assignments, equipment needs, and route planning
• Update daily/weekly calendars and communicate changes instantly
• Track project progress and ensure all work orders are clear and complete

 Customer Communication

• Answer phones and emails promptly and professionally
• Schedule consultations, service visits, and follow-ups
• Handle customer questions, service requests, and issue resolution

 Administrative & Financial

• Prepare and send estimates, work orders, and invoices
• Enter bills, manage receipts, and assist with payroll time sheets
• Maintain vendor accounts, equipment rentals, and job cost records
• Track licenses, insurance certificates, and compliance deadlines

 Operational Support

• Maintain organized digital and physical files
• Assist with hiring paperwork and onboarding
• Manage office supplies, software systems, and workflow efficiency

 Required Skills

• 2+ years administrative or office management experience (construction, landscaping, or trades preferred)
• Strong organizational and multitasking skills
• Professional communication and customer service abilities
• Experience with scheduling or dispatching in a service-based business
• Software proficiency: QuickBooks, Google Workspace / MS Office, CRM or scheduling tools
• Ability to work independently and stay calm under pressure

Preferred Experience

• Knowledge of landscape or construction terminology
• Experience reading work orders or job scopes
• Familiarity with job costing, estimating, or field operations

Work Environment

• Fast-paced service business
• Regular contact with field crews, managers, and customers
• Standard Monday–Friday schedule with potential seasonal flexibility

Compensation

• Competitive salary based on experience
• Paid time off
• Company holidays
• Growth opportunities within a stable business