OFFICE MANAGER -- BOOKKEEPING & OPERATIONS

Job Description

Job Description

ABOUT THE COMPANY

All American Electric LLC is a fast-growing electrical contracting firm providing residential and commercial service across the Greater Houston area. We are a husband and wife–owned company with high operational standards, a strong reputation, and a rapidly expanding workload.

We are seeking an experienced Office Manager with strong bookkeeping capability and proven operations experience in a construction or service-trade environment. This role requires precision, accountability, and the ability to manage high-volume workflows with minimal oversight.

This position is critical to the daily function and long-term stability of the company.

POSITION SUMMARY

The Office Manager will oversee the administrative, financial, and operational systems of the company. This includes full ownership of QuickBooks Online, accounts receivable, accounts payable, job costing, scheduling coordination, workflow management, and supervision of support staff.

This is not an entry-level position. Candidates must have demonstrated experience in a similar role and the skill to operate independently and accurately in a fast-moving environment.

PRIMARY RESPONSIBILITIES

BOOKKEEPING & FINANCIAL CONTROL

• Maintain and manage QuickBooks Online with accuracy and consistency

• Daily categorization and reconciliation of bank feeds

• Upload, match, and organize receipts and statements

• Manage AR: monitor outstanding invoices, issue reminders, track payments

• Manage AP: enter vendor invoices, track balances, document due dates

• Complete job costing and labor cost allocation

• Track deposits, progress payments, and project-specific financials

• Prepare weekly financial summaries for ownership

• Complete monthly financial close procedures

• Monitor tax liabilities and maintain organized documentation

• Prepare payroll inputs (payroll processed by owner)

OPERATIONS & OFFICE MANAGEMENT

• Maintain job pipeline and work order workflow

• Match work orders to invoices daily

• Assist with scheduling of service calls and smaller jobs

• Conduct estimate follow-up and maintain tracking systems

• Coordinate materials: logging orders, pricing, returns, and backorders

• Organize project files, documents, and job notes

• Prepare work orders and documentation for upcoming jobs

• Provide structured daily updates to ownership and field leadership

• Maintain a clean, efficient, and organized office environment

CUSTOMER SUPPORT (STRUCTURED)

• Answer inbound calls and schedule service

• Maintain professional communication standards

• Send confirmation messages, reminders, and follow-up requests

• Request reviews post-completion
  Note: Owners handle escalations and complex customer issues.

ADMINISTRATION & STAFF SUPERVISION

• Oversee daily tasks of administrative assistant

• Provide instructions, checklists, and quality control

• Ensure assistant remains in appropriate scope of responsibilities

• Maintain internal communication standards and deadlines

• Uphold accountability and consistency

REQUIRED QUALIFICATIONS

• Minimum 3 years experience in a construction, electrical, HVAC, plumbing, or similar trade office

• Strong proficiency in QuickBooks Online (intermediate–advanced)

• Strong organizational and multitasking skills

• Ability to manage high-volume workflows with accuracy

• Confident, direct communicator capable of maintaining structure

• Ability to take ownership of role and work independently

• Strong understanding of job costing and service-industry operations

• Professional, reliable, punctual, and solutions-oriented

• Ability to supervise and correct support staff when needed

PREFERRED QUALIFICATIONS

• Experience with dispatching or scheduling

• Experience with AP/AR at scale

• Experience supporting field technicians

• Familiarity with permits, inspections, and construction document management

COMPENSATION & BENEFITS

• Competitive pay commensurate with experience

• Stable, long-term position

• Structured work hours (no nights/weekends)

• Opportunity to build and refine company systems

• Direct access to ownership and leadership

• Role with strong long-term growth potential

TO APPLY

Submit the following:

• Resume

• QuickBooks Online experience level

• Hourly rate or salary expectation

• Available start date

• Brief explanation of experience in similar roles