Office Manager

Office Manager

FLSA Status: Hourly ($25-$30 DOE)

On-site: 3454 N San Marcos Pl Suite D11, Chandler, AZ 85225

Job Summary:

The Office Manager serves as a key partner and trusted support to the Owner & President of Continental Pool Builders. This role ensures that company operations run efficiently and that the team remains aligned with leadership priorities. The Office Manager acts as a central communication hub, helping drive accountability, organization, and progress across departments while managing administrative functions, budgets, and office systems.

Reports To:

Owner & President

Essential Functions:

Executive Support & Leadership Coordination

• Serve as the right hand to the President, anticipating needs, managing priorities, and ensuring timely follow-up on commitments.
• Coordinate leadership and team meetings, prepare agendas, record action items, and ensure completion of assigned tasks.
• Maintain awareness of company goals and proactively identify issues requiring executive attention.
• Prepare executive-level reports, summaries, and briefing materials for the President.
• Uphold confidentiality and discretion in all communications and information handling.

Office Operations & Administration

• Oversee day-to-day office operations to ensure efficiency, organization, and a positive work environment.
• Maintain office systems, layouts, and equipment procurement to support operational needs.
• Design and implement office policies by establishing standards and procedures, measuring results, and making necessary adjustments.
• Manage office supply inventory, vendor relationships, and procurement processes.
• Receive and sort incoming mail and deliveries, and manage outgoing correspondence.

Team Support & Coordination

• Support the President in ensuring team accountability by monitoring progress on company objectives and department deliverables.
• Facilitate communication and alignment between the President and staff to maintain clarity of expectations.
• Track project timelines, key deadlines, and follow-ups to ensure commitments are met.
• Help identify workflow inefficiencies and recommend improvements to enhance team productivity.
• Assist with recruiting, onboarding, and employee orientation, fostering a cohesive and high-performing team environment.

Finance & Reporting

• Compile and maintain accurate financial and accounting records, including accounts payable, accounts receivable, and profit/loss tracking.
• Match order forms with invoices and record necessary information.
• Prepare and analyze financial and statistical reports for management review.
• Support budget oversight and expense management for office operations.

General Administrative Support

• Provide administrative support including scheduling, calendar management, meeting coordination, and correspondence.
• Answer calls and emails, ensuring professional, timely, and accurate responses.
• Contribute to company initiatives and support special projects as directed by the President.

Knowledge, Skills, and Abilities

• Proven ability to act as a trusted partner and advisor to senior leadership.
• Strong leadership presence with the ability to motivate and maintain accountability across teams.
• Exceptional organizational and time-management skills; able to manage multiple priorities and deadlines.
• Strong written and verbal communication skills for reporting, correspondence, and team coordination.
• High level of professionalism when handling sensitive matters.
• Advanced computer proficiency, including Microsoft Office, accounting systems, and other business software.
• Attention to detail and commitment to accuracy in all work.
• Flexibility to adapt to evolving company needs and priorities.

Technical Proficiency

· Required: Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

· Required: Accounting Software (QuickBooks or similar)

· Required: ADP or equivalent HR/Payroll systems

· Preferred: Canva for internal design or marketing materials

· Preferred: CRM platforms (HubSpot, Salesforce)

· Preferred: Project Management tools (Monday.com, Asana, Trello)

Education and Experience

• Minimum of 2 years’ experience in office management, executive support, or administrative leadership roles.
• Experience supporting senior executives or company owners preferred.
• Basic bookkeeping or accounting background required.

Performance Indicators

• Consistent on-time delivery of team projects and administrative tasks.
• Effective communication flow between President and staff.
• Demonstrated initiative in identifying and resolving operational or workflow issues.
• High level of professionalism, reliability, and discretion.

The company has reviewed this job description to ensure that essential functions and core duties are included. It is not intended to be an exhaustive list of all responsibilities, skills, or abilities. Additional tasks may be assigned as needed.

Industry

• Construction

Employment Type

Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• Flexible schedule
• Paid time off
• Referral program

Work Location: In person

Salary : $25 - $30