Office Manager and Operations Coordinator

Job Description

Job Description

Benefits:

• Paid time off
• Competitive salary
• Flexible schedule

About UsShelfGenie and JB Closets are growing custom closet and home organization company serving Florida’s Treasure Coast and Palm Beach County. We design and install custom closets, pantries, home offices, garages, laundry rooms, and Murphy beds. We also operate two established ShelfGenie franchises serving West Palm Beach and Naples.

We are seeking a highly organized, detail-oriented, proactive professional to coordinate customer projects, manage office operations, and provide basic bookkeeping support across both businesses.

Position OverviewThis role coordinates JB Closets projects from completed sale through installation and final payment, while handling general administration and routine accounting support for JB Closets and ShelfGenie. The ideal candidate works independently, anticipates problems, and follows through.

Key Responsibilities
Project Coordination & Scheduling
·       Review completed sales paperwork and confirm required documentation is present.
·       Track design approvals, manufacturing, shipping, receipt of materials, installation, and service work.
·       Coordinate with designers, installers, warehouse staff, and manufacturing partners.
·       Schedule installations and service appointments; maintain accurate calendars.
·       Prepare installation folders, work orders, and project documents.
·       Keep customers informed about schedules and project updates.
·       Maintain accurate CRM records and flag delays or missing information.

Basic Bookkeeping & Accounting Support
·       Enter vendor bills and invoices into QuickBooks Online.
·       Organize receipts, invoices, and supporting documentation for the outside bookkeeping team.
·       Assist with accounts payable and accounts receivable tracking.
·       Track customer deposits, final payments, and outstanding balances; follow up as needed.
·       Help prepare sales commission reports and monthly accounting documentation.
·       Coordinate with outside bookkeeping and accounting professionals to resolve missing information.

Advanced accounting or CPA-level expertise is not required; basic bookkeeping knowledge and QuickBooks Online experience are preferred.

Office Management & Administration
·       Manage daily office administrative tasks, calls, emails, and filing.
·       Maintain organized physical and digital customer and project records.
·       Order supplies and prepare reports, documents, and correspondence.
·       Support recruiting coordination and home show preparation.
·       Identify ways to improve workflows, accuracy, and office efficiency.

Customer Service & Communication
·       Serve as a primary contact for installation scheduling and logistics.
·       Communicate clearly and professionally with customers, designers, installers, and vendors.
·       Follow up on service requests and routine concerns; escalate complex issues appropriately.

Qualifications
Required
·       At least three years of office administration, office management, or project coordination experience.
·       Excellent organization, follow-through, communication, and attention to detail.
·       Ability to juggle multiple projects, deadlines, and priorities independently.
·       Proficiency with Microsoft Office, including Excel and Outlook.
·       Comfort with CRM systems and basic invoicing, payables, or bookkeeping.
·       Strong customer service and problem-solving skills.

Preferred
·       QuickBooks Online experience.
·       Experience in construction, remodeling, cabinetry, home improvement, or related fields.
·       Experience scheduling installations or service appointments and working with subcontractors.