Office Manager

Job Description

The Business Operations Manager keeps our clients organization organized, efficient, professional, and accountable while supporting leadership, field crews, customers, vendors, and employees. This role manages daily office administration, scheduling support, HR coordination, payroll and billing support, job documentation, social media/marketing support, and process improvement. The position is responsible for creating structure, building SOPs and checklists, improving communication between office and field, and making sure jobs move smoothly from intake to scheduling, completion, closeout, and billing.

Core Responsibilities

1. Office Administration & Operations

• Manage phones, emails, calendars, office supplies, filing, and daily office workflow.
• Maintain organized digital and physical records for customers, jobs, vendors, employees, and company documents.
• Prepare forms, checklists, job packets, reports, meeting notes, and administrative follow-up items.
• Support field crews with paperwork, permits, job information, photos, and project documentation.
• Create, document, and maintain SOPs, workflows, templates, and an internal operations handbook.

2. Customer Service, Lead Intake & Scheduling

• Serve as a professional first point of contact for customers, vendors, and employees.
• Collect and enter customer leads, estimate requests, job updates, and follow-up notes.
• Assist with scheduling estimates, jobs, crew coordination, customer updates, and follow-ups.
• Track open items, pending jobs, completed work, weather delays, and customer communication needs.
• Support daily and weekly operating rhythms, including schedule cutoffs, handoffs, and internal updates.

3. Field Coordination & Job Documentation

• Coordinate with crews, estimators, vendors, suppliers, and customers to ensure labor, equipment, materials, and job information are ready before work begins.
• Maintain job folders and job packets with required photos, tickets, change orders, permits, delivery slips, customer approvals, and notes.
• Track job status from work order intake through completion, closeout, and billing handoff.
• Follow up on incomplete documentation and help reduce rework, missed handoffs, and billing delays.

4. Basic HR Support & Employee Records

• Assist with job postings, applicant communication, interview scheduling, and onboarding.
• Collect and maintain new hire paperwork, employee files, emergency contacts, and required forms.
• Track attendance, time-off requests, safety acknowledgments, training records, and certifications.
• Coordinate uniforms, employee supplies, company announcements, and basic internal communication.
• Maintain confidentiality with employee, payroll, financial, customer, and company information.

5. Payroll, Billing & Job Costing Support

• Collect, review, and organize timecards, job codes, hours, receipts, invoices, and expense documentation.
• Assist with customer billing, vendor invoices, payment follow-up, receipt tracking, and billing handoff.
• Help assign labor, material, vendor, and expense costs to the correct job, division, phase, or department.

Required Qualifications

• 3+ years of experience in operations, office management, construction administration, field service, logistics, customer service, accounting support, or related business operations.
• Experience supporting field crews, technicians, vendors, customers, or project teams.
• Strong organizational, administrative, communication, and follow-through skills.
• Experience creating or improving workflows, SOPs, checklists, templates, or office systems.
• Comfortable with scheduling, job tracking, documentation, customer communication, and competing priorities.
• Strong computer skills, including Microsoft Office, Excel, Google Workspace, QuickBooks, or similar systems.
• Ability to work on-site in Eugene/Springfield, OR.

Preferred Qualifications

• Experience in construction, paving, asphalt, trades, HVAC, plumbing, electrical, cleaning services, logistics, or field-service operations.
• Experience with job costing, purchase orders, work orders, AP/AR, payroll support, closeout packets, and vendor documentation.
• Experience with scheduling/dispatch software, CRM systems, field-service platforms, Bluebeam, OneCrew, iSolved, QuickBooks, Housecall Pro, CargoWise, Zenefits, or similar tools.
• Experience training staff, onboarding employees, rolling out processes, or maintaining HR records.
• Comfort creating dashboards, KPI reports, checklists, and practical management tools.

Meet Your Recruiter

Jessica Sargent
Executive Recruiter