Office Manager (Construction Operations)
Overview:
We are a growing hydronics company seeking a highly capable Office Manager to oversee day-to-day operations and keep the business running efficiently. This role is best suited for someone with a strong background in construction operations who can take ownership, execute quickly, and operate with minimal direction.
The ideal candidate is proactive, highly organized, and able to translate high-level instructions into immediate action—without the need for constant back-and-forth. This is a critical role that serves as the operational backbone of the business.
Key Responsibilities:
Operations & Coordination:
- Coordinate and schedule service calls, installations, and field activities
- Act as the central point of contact for operational needs and dispatching
- Ensure jobs are properly tracked, scheduled, and completed on time
CRM & Administrative Management:
- Maintain and update the company CRM with accurate job, client, and service data
- Manage client communication and ensure timely follow-ups
- Keep records organized, up-to-date, and easily accessible
Insurance & Documentation:
- Handle insurance-related requirements, including issuing certificates and ensuring compliance
- Prepare and manage necessary job-related documentation
- Prepare and send lien releases, including unconditional lien releases
Executive Support & Execution:
- Act as a true right hand to the owner—able to receive instructions and execute independently
- Prioritize tasks effectively and manage time without constant oversight
- Anticipate needs, solve problems, and keep operations moving forward
Marketing & Client Follow-Up:
- Assist with basic marketing efforts using GoHighLevel
- Follow up with leads and client inquiries
- Maintain communication pipelines and ensure timely responses
Required Qualifications:
- Strong background in construction
- Proven experience as an Office Manager, Operations Coordinator, or similar role
- Experience coordinating service calls and managing field operations
- Utilization of GoHighLevel and operational tracking tools
- Excellent organizational and time management skills
- Strong communication skills with the ability to take direction and execute quickly
- Highly proactive, resourceful, and able to work independently
What We’re Looking For:
- Someone who can “own” the role and operate with minimal guidance
- A decisive, solutions-oriented professional who reduces the owner’s workload
- An operator who understands how to prioritize, move quickly, and keep things on track without constant input
Work Schedule:
Full-time
Monday to Friday
9:00 AM – 4:00 PM (US Pacific Time)