Office Manager

Description

Summary of Responsibilities

The Office Manager plays a critical role in ensuring the smooth, efficient, and professional operation of a restoration branch. This position oversees administrative functions, supports project and field teams, and maintains accurate documentation to keep jobs moving on schedule. The Office Manger services as the central communication hub, ensuring a high level of service and operational coordination.

With strong attention to detail, organization, and problem-solving skills, the Office Manager helps drive operational excellence and contributes directly to the company’s productivity, customer satisfaction, and overall branch success.

Essential Duties and Responsibilities

· Manage day-to-day office operations, provide general administrative leadership, ensure customer satisfaction and drive process improvements.

· Manage the AR process for projects, job file maintenance, vendor list management, and calling on past due accounts.

· Responsible for the overall score of program jobs.

· Ensure compliance with processes and regulatory requirements.

· Maintain accurate project files, including contracts, estimates, invoices, and insurance documentation.

· Assist in reconciling projects budgets, reviewing cost reports, and tracking expenses.

· Motivate, train, and retain administrative support staff.

· Communicate effectively with clients and internal stakeholders.

· Working with operational staff for coordinating and scheduling purposes.

· Work closely with the customers, insurance companies and third-party administrators on various timely administrative duties.

· Maintain and update standard operating procedures for office and administrative functions.

· Ensure accurate job details are entered into the job management software timely.

· Other duties as assigned.

Requirements

Qualifications

· Education and/or Experience – High school diploma or general education degree (GED), and one to two years related experience and/or training; or equivalent combination of education and experience. Previous experience in the restoration or construction industry preferred.

· Customer Service – Ability to provide timely, professional communication with internal teams, customers, and suppliers to support accurate deliveries and maintain strong working relationships.

· Language Skills – Ability to read and comprehend simple instructions, correspondence, and memos.

· Communication Skills – Ability to communicate clearly and effectively in both written and verbal form. Ability to collaborate effectively across departments and with external customers.

· Computer/Technical Skills – Proficient in Microsoft Office (especially Outlook, Excel, and Teams. Familiarity with job management systems such as Albi. Xactimate experience is preferred.

· Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure for basic algebraic and geometric calculations. Ability to accurately calculate material quantities and costs to support budgeting and price comparisons.

· Problem-Solving – Ability to troubleshoot and resolve issues independently with minimal supervision.

· Vendor Relationship Management – Ability to build, maintain, and strengthen positive relationships with suppliers and pro sales representatives through effective communication, professionalism, and a solution-oriented approach that supports timely deliveries and competitive pricing.

· Vision – Ability to review documents, digital screens, and vendor price sheets; requires close vision, distance vision, and peripheral vision, with the ability to adjust focus as needed.

Employment At-Will

Employment is voluntarily entered into, and employees are free to resign at will at any time, with or without cause. Similarly, the company may terminate the employment relationship at will at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, and talk and hear. The employee is frequently required to use their hands to finger, handle, or feel. The employee must be able to lift and carry 10 lbs. (i.e., laptop or monitor) to move it as needed. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus as needed.

Work Environment

This job is performed on-site in an office environment.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in the office. The noise level in the office work environment is usually quiet. The office work environment generally consists of indoor heated and cooled office space.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

· Accountability and Ownership – Takes full responsibility for assigned projects, tasks, and customer interactions by following through on commitments, maintaining accurate documentation, and ensuring deadlines are met.

· Problem Solving - Identifies and resolves problems promptly.

· Oral Communication - Speaks clearly and persuasively; Participates in meetings.

· Written Communication - Writes clearly; able to read and interpret written information.

· Teamwork - Contributes to building a positive team spirit.

· Diversity - Promotes a harassment-free environment.

· Ethics - Treats people with integrity and ethically.

· Organizational Support - Supports the organization’s goals, values, and code of ethics.

· Judgment - Exhibits sound and accurate judgment; Includes appropriate people in the decision-making process; Makes timely decisions.

· Planning/Organizing - Prioritizes work activities; Uses time efficiently.

· Professionalism - Focuses on solving conflict, not blaming; Treats others with respect and consideration; Accepts responsibility for own actions.

· Quality - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.

· Quantity - Meets productivity standards; Completes work in timely manner.

· Follow-up - Must be organized and able to follow up and ensure completion of tasks.

· Dependability - Is consistently at work and on time.