Office Manager

Position Title: Office Manager

Reports To: Chief Executive Officer

Location: Apex, North Carolina (on-site)

Employment Type: Full-Time

FLSA Classification: Exempt

Salary Range: $48,000 -- $52,000 annually  

ABOUT CAROLINA EXTERIORS

Carolina Exteriors is an exterior specialty replacement and renovation company serving homeowners, builders, HOAs, property management companies, and select small commercial clients throughout the Greater Triangle area of North Carolina. Our commitment is being the market leader in the exterior envelope specializing in siding systems, windows and doors, roofing systems, skylights, roof drainage and related exterior renovation services.

Company operations are structured around established standard operating procedures, documented processes, and construction-specific technology to support sales, estimating, scheduling, project management, documentation, communication, and operational oversight. Carolina Exteriors utilizes platforms including Buildertrend, HOVER, and Domo to manage project information, capture measurements, design, workflow, reporting, and business performance.

POSITION SUMMARY

The Office Manager owns day-to-day financial operations — accounts payable, accounts receivable, invoicing, and reconciliations — and serves as the administrator of the company's core business systems, including BuilderTrend (CRM/project management) and QuickBooks Online. Beyond keeping the financial engine running accurately and on time, this role leads the company's effort to identify, evaluate, and implement AI-enabled and automated solutions that reduce manual data entry and make our financial information more accurate, timely, and useful.

This is a hands-on, individual-contributor role reporting directly to the CEO, with high visibility across the leadership team and real ownership over how the company's financial and administrative processes evolve.

ESSENTIAL FUNCTIONS

The following are the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Financial Operations (AP/AR)

• Prepare and issue accurate, timely customer invoices and maintain consistent collections follow-up.
• Process vendor bills, support payment runs, and perform AP/AR reconciliations.
• Maintain complete supporting documentation and accurate, current financial records in accordance with established financial controls.
• Identify and promptly escalate discrepancies, exceptions, or financial risks.

Business Systems (CRM & Online Financial Platforms)

• Serve as system owner for financial and administrative data in BuilderTrend, QuickBooks Online, and other approved systems, keeping records complete, current, and accurate. Prepare, process, and track job-related financial documents and project records in these systems to support invoicing, collections, job costing, and clean departmental handoffs.
• Strengthen workflows, deadlines, and departmental handoffs; identify and resolve missing, delayed, or inconsistent information.
• Reduce duplicate data entry and support reliable job costing and financial reporting.

Process Improvement & AI Automation

• Identify repetitive work, manual entry, bottlenecks, errors, and process gaps across financial and administrative workflows.
• R ecommend improvements that reduce recurring issues and give the CEO and leadership team clearer visibility into receivables, payables, job costs, and outstanding actions.
• Research and evaluate AI-enabled and automation solutions based on cost, security, integration, and operational fit; recommend, test, and implement approved solutions.
• Document updated processes and procedures (SOPs), train affected team members, and monitor and measure results — focusing on demonstrated operational improvement rather than technology adoption for its own sake.

Communication & Accountability

• Provide clear, timely status reporting to leadership and escalate problems before they become larger operational or financial issues.
• Maintain dependable follow-through: own errors and corrective actions, finish handoffs, and verify completion.
• Communicate effectively with leadership, internal departments, vendors, and other business partners.
• Collaborate to resolve missing information and complete financial and administrative handoffs.

Other duties may be assigned as business needs require. This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee.  

QUALIFICATIONS

Required

• 3+ years of hands-on experience in accounting operations, bookkeeping, or AP/AR (or an equivalent combination of education and experience).
• Proficiency with QuickBooks Online or comparable accounting software.
• Demonstrated experience improving, automating, or documenting business processes.
• Strong Microsoft Office skills
• Must be proficient in Microsoft Word, Excel, SharePoint, Teams, and Adobe Acrobat 
• Ability to handle confidential financial information with discretion and sound judgment.

Preferred

• Associate's or Bachelor's degree in Accounting, Finance, Business, or a related field.
• Experience in construction, home services, or trades (job costing, progress billing).
• Experience administering BuilderTrend or a comparable CRM/project management platform.
• Hands-on experience applying AI tools or workflow automation (e.g., integrations, RPA, AI assistants) in a business setting.

KNOWLEDGE, SKILLS & ABILITIES

• Strong analytical, organizational, planning, and problem-solving skills; ability to document clear, repeatable processes
• Technology aptitude and a continuous-improvement mindset.
• Clear, professional written and verbal communication; sound interpersonal skills, accountability, and collaborative follow-through

SUCCESS MEASURES — FIRST YEAR

• Invoicing, collections, and reconciliations are accurate, timely, and current, with reduced unresolved discrepancies and aged items.
• BuilderTrend financial information is reliable, with clean financial and administrative handoffs.
• Key workflows are documented as SOPs; manual entry and administrative rework are measurably reduced.
• At least one approved automation or AI-enabled improvement is implemented with measurable results.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

This position works in a professional office environment in Apex, NC, and routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to sit or stand at a workstation for extended periods; communicate in person, by phone, and in writing; and occasionally lift up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPENSATION & BENEFITS

• Competitive salary within the posted range, commensurate with experience.
• Quarterly bonus plan 
• Health / dental / vision insurance, paid time off, paid holidays, and IRA/retirement plan per company policy

EQUAL EMPLOYMENT OPPORTUNITY

Carolina Exteriors is an equal opportunity employer. We provide equal employment opportunity to all employees and applicants and prohibit discrimination and harassment on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state, or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, compensation, benefits, training, discipline, and termination.

Applicants who require a reasonable accommodation to participate in the application or interview process may contact us to request one.

EMPLOYMENT DISCLAIMER

Employment with Carolina Exteriors is at-will. This job description does not constitute a contract of employment, express or implied, and the company reserves the right to modify duties, responsibilities, and activities at any time, with or without notice.