Office/Operations Manager (Hybrid)

Job Description

Job Description

About Us:

For over 17 years, we’ve partnered with distinguished owners, elite architects, interior designers, and builders to bring intelligence and sophistication into some of the most extraordinary multi-million-dollar homes in the Southern California and Mountain West regions. From whole house technical transformations, to recording studios and custom home theaters we bring a level of design custom to each clients needs. Our clients bring us along to transform their properties across the country and around the world. Our company culture is simple: be the best at what you do, and have a great day doing it.

The Opportunity:

We are seeking a seasoned Office/Operations Manager who has already succeeded in this role, bringing strong organizational and anticipation skills to manage day to day operations, client and project needs, in accordance with Company direction and standards. This is not an entry-level position. We’re looking for someone who can both coordinate and ensure white glove customer service to multi-million-dollar estates, and help shape the processes and standards that define our next chapter. Your leadership will inform everything from organization to execution - maintaining and innovating the organizational structure for future scalability, efficiency, and technical innovation.

What We’re Looking For:

• 3-5+ years of operations or office management experience in a professional environment (lighting, shading, audio, video, networking or construction industries preferred).
• Exceptional organizational skills, with the ability to prioritize and manage competing deadlines.
• Deep proficiency with Google Workspace (Admin Portal, Drive, Docs, Sheets), Zoom. 
• Detail oriented and skilled in document formatting and the implementation and management of formulas and data recorded in Sheets. 
• Exceptional communication skills and client-facing professionalism, ideally within luxury environments. High level of discretion and sound judgment when handling confidential information.
• Collaborative and composed under pressure, with a “find-a-way” approach and sense of humor intact.
• A process-minded leader who brings structure, technical rigor, and creative problem-solving to fast-paced environments ensuring high-quality outcomes.
• Skilled at the improvement and implementation of organizational systems to maximize workflow and data management.
• Proficiency in vendor coordination and contract management.
• Fluent in English, both written and verbal, with outstanding documentation skills. Spanish is a plus but not required. Bachelor’s degree preferred.

What You’ll Do:

• Administrative Duties: Phones, general inbox communication, return emails and phone calls within an hour, update and inform calendars for any staff needed for appointments and meetings, database management, meeting notes, recording expenses / support as needed for accountant/bookkeeper. Book travel and housing as needed and track travel expenses. 
• Contract Management: updating and editing existing materials, drafting detailed deliverables, maintaining project timelines, change orders, securing signatures and ensuring contracts are fully executable and billed for at appropriate phases.
• Client Communication: White glove approach to relationship management, scheduling, proposals, invoicing. Proactively anticipating needs and ensuring requests are met beyond expectations. Updating and editing existing client manual materials, distribution to respective parties and support as needed on demand. 
• Project Coordination: Review contracts and maintain calendared deliverables, team coordination, scheduling and support. Recording personal and team tasks in the project management database, maintaining communication, follow ups and task management within the team.
• Supply Management: Placing orders for materials, ensuring needed supplies are in hands by project deadlines, generating packing list and bills of lading, coordination of deliveries, managing time sensitive communications to ensure they are received internally and externally, facilitating logistics as needed. 
• Vendor Relationships: Maintaining positive communication, ensuring deliverables are met for project demands, auditing material costs and negotiating for best pricing.   
• Executive Support: Miscellaneous tasks as needed, scheduling, travel coordination, market research.
• Systems Development: The development of office systems to streamline installation and maximize MLTS’s opportunities for efficiencies, and the continuous improvements in both task and methodologies. 
• Elevate team performance, promoting consistent quality across departments.
• Define, document, and enforce operational and technical standards that align with company excellence.

Why Join Us:

• Competitive compensation: Office/Operations Manager DOE  $72k-$87/annually
• Full benefits package: 401(k), health, dental, vision, and paid holidays/PTO.
• Primarily remote based work, some onsite travel required as needed.
• The opportunity to manage exclusive, high-profile projects few integrators ever touch.
• An environment that prizes technical mastery and human balance - where doing things right and treating people well coexist naturally.
• The chance to shape the next generation of standards and culture in a company built on a 17-year legacy of excellence.

This role is built for someone who takes pride in precise execution, clear communication, and world-class results - all while keeping perspective and enjoying the process. We believe excellence and enjoyment aren’t opposites - they’re partners in meaningful, lasting success. If this sounds like you and you meet the above requirements we’d love to meet you.

With roots in the world of screening rooms, recording studios, theatrical venues, and post-production suites, at Modern Life Technical Solutions we distinguish ourselves by carrying this uncompromised standard wherever we go. Our considerable industry expertise is supplemented by a commitment to delivering not only the best solution, but a bespoke solution specifically designed to accommodate your needs.

Company Description

With roots in the world of screening rooms, recording studios, theatrical venues, and post-production suites, at Modern Life Technical Solutions we distinguish ourselves by carrying this uncompromised standard wherever we go. Our considerable industry expertise is supplemented by a commitment to delivering not only the best solution, but a bespoke solution specifically designed to accommodate your needs.