Office Manager and Operations Lead

Office Manager and Operations Lead

Job Costing, Vendor & Field Support

Location

Las Vegas, Nevada

Full-time, in-person

Compensation

$80,000 - $105,000 base salary

About Celestial

Celestial Solar is a growing solar and pool equipment service company serving customers across multiple locations. We are improving our operating systems, vendor controls, inventory processes, job costing, and financial workflows so our service team, sales team, installers, and accounting records stay aligned.

We are looking for a smart, driven, detail-oriented Office Manager based in Las Vegas to become a key operational link between our service team, sales team, warehouse, installers, manufacturers, and accounting systems.

This is a great role for someone early in their career who is highly capable, learns quickly, and wants to grow into a broader operations leadership role.

We are a small family business that has been growing rapidly into additional locations. This is an opportunity to be part of our growth story. We offer excellent benefits for eligible employees like profit sharing, 401K retirement, and more. 

Role Summary

This person will help make sure the field reality matches the financial reality.

In the pool and solar industry, job costing is not just about numbers. It is about understanding what was sold, what was ordered, what arrived, what was installed, what the vendor billed, what the customer paid, and what the sales rep should be paid.

This person will help keep the loop tight between Housecall Pro, QuickBooks Online, warehouse activity, vendor bills, sales commissions, permitting, licensing, insurance audits, and field completion data.

We do not expect this person to know everything on day one. We are looking for someone smart, organized, curious, accountable, and comfortable learning the details of a technical field-service business.

Key Responsibilities

1. Job Costing & Vendor Bill Review

• Help review vendor bills, manufacturer invoices, purchase orders, and job records for accuracy.
• Compare vendor bills against actual install details, parts used, job notes, and customer scope.
• Flag bills that do not appear to match the job.
• Work with service, sales, warehouse, installers, and vendors to resolve missing or inconsistent information.
• Help ensure that completed jobs have the right cost information before they are finalized.
• Learn the common parts, manufacturers, job types, and billing patterns in the solar and pool equipment business.
• Build the judgment to recognize when a vendor charge, part order, or job cost "doesn't smell right."

2. Ordering & Manufacturer Coordination

• Support the ordering process for equipment, parts, and manufacturer-related items.
• Help confirm that the right materials are ordered for the right jobs.
• Track open orders, backorders, returns, warranty items, and manufacturer credits.
• Coordinate with warehouse and field teams to identify missing or incorrect parts.
• Help reduce install delays caused by incomplete, late, or incorrect materials.

3. Housecall Pro & QuickBooks Online Support

• Review Housecall Pro job records for completeness and accuracy.
• Help ensure job notes, parts, labor, photos, customer details, and service outcomes are properly documented.
• Compare Housecall Pro job data against QuickBooks Online records.
• Help identify missing invoices, duplicate entries, uncoded expenses, incomplete closeouts, and job-costing gaps.
• Work with Service, Sales, and field leads to collect missing information.
• Support weekly reporting on open jobs, completed jobs, unbilled work, vendor bills, and unresolved discrepancies.

4. Sales Commission Support

• Help support accurate commission calculations for the 1099 sales team.
• Confirm that sales, job status, customer payments, job costs, discounts, refunds, and change orders are properly captured.
• Communicate with sales reps, lead technicians, and accounting when information is missing.
• Help maintain a clean audit trail for commission calculations.
• Flag commission issues before payouts are finalized.
• Help reduce errors caused by missing emails, bills, job notes, or customer approvals.

5. Permits, Licenses, Insurance & Compliance

• Maintain a calendar for permits, license renewals, insurance audits, and compliance deadlines.
• Help collect documents needed for permit submissions, inspections, license renewals, and insurance audits.
• Track permit status, inspection status, and closeout requirements.
• Maintain organized digital records for permits, licenses, insurance documents, and compliance files.
• Escalate upcoming deadlines early so nothing is missed.

6. Service, Sales, Warehouse & Field Communication

• Serve as a daily coordination point between Service, Sales, warehouse, installers, and accounting.
• Follow up on missing job information, vendor bills, parts details, customer approvals, and field notes.
• Help make sure the right documents and emails get to the right people.
• Identify recurring breakdowns in communication and help create better processes.
• Support a cleaner handoff from sales to service/install to billing to commission payout.

What Success Looks Like

First 30 Days

• Learn the company's main job types, systems, people, vendors, and workflows.
• Understand how Housecall Pro and QBO are used today.
• Begin reviewing job records and vendor bills with guidance.
• Build relationships with Sales, field leads, warehouse, and accounting.
• Start tracking permits, licenses, and recurring compliance deadlines.

First 90 Days

• Independently identify missing information in job records.
• Flag vendor bills that do not match job details.
• Help reduce incomplete job closeouts.
• Support cleaner commission calculations.
• Maintain an organized compliance and renewal tracker.
• Create a weekly open-issues list for unresolved job-costing, billing, ordering, and commission items.

First 6-12 Months

• Become the reliable operational checkpoint between field data and financial data.
• Reduce missing invoices, missing job notes, and unverified vendor bills.
• Improve job-costing accuracy.
• Help create repeatable processes for ordering, closeouts, commissions, permits, and compliance.
• Grow toward a future Operations Manager role.

Required Qualifications

• 2-5 years of work experience in operations, coordination, administration, service business support, construction support, dispatch, purchasing, accounting support, or a similar role.
• No college degree required.
• Strong attention to detail.
• Strong written and verbal communication skills.
• Comfortable using software systems and learning new tools.
• Comfortable working with field technicians, installers, sales reps, vendors, and office staff.
• Able to follow up persistently without being abrasive.
• Basic comfort with spreadsheets, invoices, job records, and financial details.
• Strong organizational skills and ability to manage multiple open items at once.
• Willingness to learn solar, pool equipment, job costing, vendor billing, and service operations.

Preferred Qualifications

• Experience in pool, solar, HVAC, electrical, plumbing, roofing, construction, home services, or field-service operations.
• Experience with Housecall Pro, QuickBooks Online, ServiceTitan, Simpro, Jobber, FieldEdge, Service Fusion, or similar platforms.
• Experience with permits, inspections, compliance documents, or license renewals.
• Experience reviewing invoices, purchase orders, work orders, or job records.
• Experience supporting commission calculations or contractor payments.
• Spanish language skills are a plus.

Ideal Candidate

The ideal candidate is not necessarily the most experienced person in the room. The ideal candidate is the person who notices when something does not add up.

They are curious, organized, practical, and not afraid to ask questions. They can look at a job record, vendor bill, customer invoice, or commission calculation and say, "Something is missing here."

They are comfortable working with both office staff and field teams. They can communicate with sales reps, installers, technicians, warehouse staff, vendors, and accounting without letting details fall through the cracks.