Operations and Office Manager

Job Description

Job Description

Run the office like it is part of the operation - because it is. We need an experienced Office Manager who can keep the administrative backbone tight while supporting projects, supervising daily operations, and owning core accounts-payable and accounts-receivable work in QuickBooks Online.

WHY THIS ROLE

This is a broad, hands-on office leadership role in a restoration business. You will own the traditional responsibilities of a strong office manager - phones, calendars, records, correspondence, supplies, vendors, document control, scheduling, office organization, and administrative support - while also keeping project files moving, coordinating operational handoffs, supervising office workflow, and maintaining accurate AP/AR in QuickBooks Online (QBO). The right person can move from a customer call to an aging report to a project-status problem without losing the details.

YOU WILL OWN

• Run day-to-day office administration, including phones, shared inboxes, mail, calendars, meetings, records, correspondence, supplies, vendor coordination, document control, filing, and an organized professional office environment.
• Own accounts payable in QuickBooks Online: maintain vendor records, collect required documentation, enter and code bills, match supporting records, track approvals, schedule authorized payments, manage credits, review statements, and keep the AP aging accurate and current.
• Own accounts receivable in QuickBooks Online: maintain customer records, create and support invoices, record deposits and payments, apply receipts correctly, issue statements, monitor AR aging, follow up on past-due balances, and resolve payment or account discrepancies promptly.
• Support bookkeeping accuracy and closeout discipline by maintaining clean QBO records, supporting bank and credit-card reconciliations, organizing receipts and expense documentation, reviewing transaction coding, and preparing reliable reports and backup for ownership and outside accounting professionals.
• Provide project-management support across active jobs: set up and maintain project files, track schedules, milestones, open items, approvals, forms, signatures, documentation, billing backup, and next actions; coordinate customers, project managers, field teams, vendors, and referral partners as assigned.
• Provide operational supervision for office and administrative workflow: set daily priorities, monitor deadlines and handoffs, reinforce company systems, identify bottlenecks, follow up on incomplete work, and escalate customer, staffing, documentation, billing, or operational issues before they become larger problems.
• Support people and business administration, including onboarding paperwork, employee records, timekeeping follow-up, meeting coordination, certificates/forms, vendor files, purchasing support, basic reporting, and other normal office-manager responsibilities required to keep the business organized and responsive.

YOU WILL PROBABLY THRIVE HERE IF...

You can run a busy office without waiting for someone to build your to-do list every hour.

You are equally comfortable helping a customer, following up with a vendor, cleaning up a QBO issue, and getting a project file back on track.

You notice missing information, aging receivables, overdue bills, incomplete documentation, unanswered messages, and broken handoffs before they become emergencies.

You like systems, clean records, clear ownership, direct communication, and the satisfaction of making the entire operation run better.

MUST-HAVES

• Considerable hands-on QuickBooks Online (QBO) experience in an operating business environment. This must include practical experience with customers and vendors, invoices and bills, payments and deposits, AP/AR aging, transaction coding, bank or credit-card activity, reconciliations, reporting, and correcting routine bookkeeping discrepancies.
• Demonstrated office-management or senior administrative experience with responsibility for calendars, records, communication, vendors, supplies, document control, scheduling, confidential information, and day-to-day office organization.
• Demonstrated accounts-payable and accounts-receivable experience, including accurate entry, supporting documentation, payment application, aging review, vendor/customer follow-up, collections support, and deadline discipline.
• Ability to coordinate projects and operational workflows across multiple people, priorities, deadlines, and handoffs without losing track of details or waiting for constant supervision.
• Strong working ability with email, calendars, spreadsheets, electronic documents, cloud file systems, mobile devices, project-management or job-management software, and routine business reporting.
• Professional written and verbal communication, sound judgment with confidential financial and employee information, and the willingness to surface errors, missing documentation, overdue items, or operational problems early.

NICE-TO-HAVES

• Experience in property restoration, contents restoration, mitigation, reconstruction, construction, insurance claims, moving/logistics, or another field-service business.
• Experience supporting restoration job files, carrier/contractor documentation, customer billing, project closeout, work authorizations, certificates, estimates, or insurance-related documentation.
• Experience with project-management, CRM, estimating, timekeeping, payroll-support, inventory, or field-service software in addition to QBO.
• Experience supporting a growing small business where office administration, bookkeeping, project coordination, and operations overlap.

DO NOT APPLY IF...

• Your QuickBooks Online experience is limited to occasionally viewing reports or sending invoices. This role requires substantial hands-on QBO use and the ability to work confidently inside the accounting workflow.
• You want a bookkeeping-only role and do not want responsibility for phones, people, projects, customers, vendors, office administration, and operational follow-through.
• You let unanswered messages, missing documents, aging balances, unapproved bills, incomplete project tasks, or unresolved discrepancies sit until someone else discovers them.
• You hide mistakes, avoid collections or follow-up conversations, or wait for perfect information before communicating that something is off track.

SCHEDULE / TRAVEL / CONDITIONS

Full-time and primarily office based, normally Monday through Friday. Start and end times may vary with workload, project activity, deadlines, and restoration operations. Occasional early-morning, evening, weekend, emergency-response, or after-hours administrative support may be required when business conditions demand it.

The role is based at the Chesapeake office/warehouse and involves frequent computer, phone, document, and accounting work along with regular interaction with employees, customers, vendors, project managers, field crews, and leadership. Occasional errands, warehouse activity, customer-property visits, or active restoration-site visits may occur; PPE and site rules apply when required.

OUR STANDARD

Dependable. Serve. Trustworthy. United. Systems Set Us Free. Stay Hungry. Profit Protects the Mission. Bring the Energy. Truth Travels Fast. Kill the Snake. We do not need people who can recite the words; we need people whose work already looks like them.

Blue Kangaroo PACKOUTZ of Chesapeake is an independently owned and operated franchise, locally owned, family owned, minority owned, and veteran owned, and led by a career military logistics professional. We help people and businesses protect and recover contents after water, fire, smoke, mold, and other property losses.

EQUAL OPPORTUNITY

Divine Restoration LLC d/b/a Blue Kangaroo PACKOUTZ of Chesapeake is an equal opportunity employer. Employment decisions are based on job-related qualifications and business needs without unlawful discrimination. Reasonable accommodation is provided as required by law.

Blue Kangaroo PACKOUTZ of Chesapeake is an independently owned and operated contents-restoration company serving homeowners, businesses, restoration contractors, insurers, and referral partners. We inventory, pack, transport, clean, restore, store, and return customer property after fire, water, smoke, mold, and other losses. We are locally owned, family owned, minority owned, and veteran owned, and led by a career military logistics professional. Our culture is built around dependability, service, trust, teamwork, disciplined systems, initiative, clear communication, results, and raising the standard.

Company Description

Blue Kangaroo PACKOUTZ of Chesapeake is an independently owned and operated contents-restoration company serving homeowners, businesses, restoration contractors, insurers, and referral partners. We inventory, pack, transport, clean, restore, store, and return customer property after fire, water, smoke, mold, and other losses. We are locally owned, family owned, minority owned, and veteran owned, and led by a career military logistics professional. Our culture is built around dependability, service, trust, teamwork, disciplined systems, initiative, clear communication, results, and raising the standard.