Operations/Office Manager - $2,500 Sign on Bonus! - Must be Bilingual

Job Description

Job Description

Position Overview

The Office Manager is a key operations role responsible for managing dispatching, job quoting,

scheduling, time cards, and administrative functions that support MCRs field technicians and

business operations. This position requires strong organizational skills, attention to detail, customer

service acumen, and the ability to manage multiple priorities simultaneously while supporting both

office and field teams.

Reports To:

Operations Director / CEO

Key Responsibilities

● Service Dispatching: Receive, prioritize, and dispatch service calls to available technicians;

track job assignments and manage daily workload distribution

● Technician Communication: Serve as primary point of contact between office and field

technicians; provide real-time job updates and coordinate logistics

● Time Cards and Hours: Process and manage technician time cards, track hours and

overtime; ensure accurate payroll documentation

● Camera Operations: Operate and manage inspection camera equipment for customer

presentations and job documentation

● Job Quoting: Prepare quotes and estimates for service jobs; manage quoting process and

communicate pricing to customers

● Service Tech Schedule: Maintain and manage the daily/weekly service schedule for

technicians; coordinate job timing and dispatch to field staff

● Vehicle and Equipment: Coordinate vehicle maintenance schedules and equipment

organization; ensure tools and inventory are properly stocked

● Facility and Fleet Support: Support facility cleanliness and equipment organization; coordinate

vehicle maintenance schedules and ensure tools and supplies are properly stocked

● Inventory and Receipts: Process and organize receipts and purchase documentation;

maintain accurate records for accounting

● Expense Reporting: Compile expense reports and submit to accounting department on

established timelines; ensure accuracy and proper documentation

● Safety Training: Coordinate and track safety training completion for all staff; maintain training

records and ensure compliance with company safety policies

Required Qualifications

● High school diploma or equivalent

● 2+ years of office operations, customer service, or administrative experience

● Proficiency with Microsoft Office, email, and scheduling software; ability to create job quotes

and estimates; willingness to learn industry-specific tools (e.g., HubSpot, job management

systems)

● Strong organizational and time-management skills; ability to juggle multiple responsibilities

● Excellent written and verbal communication skills

● Detail-oriented with accuracy in data entry and record-keeping

● Ability to work independently and as part of a team

● Professional demeanor with customers and employees

Preferred Qualifications

● Experience in field service, construction, or trades industry

● Proven experience with dispatch software and service scheduling platforms

● Experience creating quotes, estimates, and pricing jobs

● Basic bookkeeping or accounting knowledge

Work Environment Hours

This is a full-time position, Monday through Friday. Standard hours are 8:00 AM - 5:00 PM, with

flexibility for occasional field work or early starts to coordinate with field operations. The role requires

comfort with technology, ability to handle occasional high-stress situations, and willingness to support

field operations as needed.

Compensation Benefits

[To be determined based on experience and qualifications] Competitive benefits package including

health insurance, paid time off, and opportunities for professional development.

Success Metrics

● Accurate job quotes and timely quote turnaround for customers

● Service schedule coordinated with technicians dispatched on time and equipped with job

information

● Time cards processed accurately and submitted on schedule for payroll

● Accurate and timely expense reporting submitted to accounting

● 100% safety training compliance tracked and current

● Professional and responsive customer communication in all interactions

● Positive feedback from technicians and management on scheduling support and coordination