Office manager/ Internal operations

The Office Manager/Internal Operations will be responsible for streamlining our internal processes, enhancing operational efficiency, and supporting various departments to ensure smooth day-to-day operations. This role requires a proactive leader with a strong background in office/operations management, excellent organizational skills, and the ability to collaborate across different teams.

**Key Skills:**

- **Process Optimization:** Analyze and improve existing operational processes to enhance efficiency and productivity.

- **Team Leadership:** Bring new and innovative ideas and implantation strategies.

- **Project Management:** Oversee and coordinate internal projects, ensuring they are completed on time and within budget.

- **Cross-Departmental Collaboration:** Work closely with various departments (e.g., finance, sales, field operations) to ensure seamless communication and coordination.

- **Technology & Tools:** Evaluate and implement new technologies and tools to improve operational efficiency.

Job Responsibilities:

· Preparing estimates and supplements using Xactimate for various projects.

· Engaging with insurance companies for communication and negotiation.

· Issuing final bills to insurance companies and monitoring released depreciation to secure final payments.

· Researching and implementing code upgrades and generating reports for different municipalities.

· Leveraging software tools such as GoDaddy, Acculynx, CompanyCam, SumoQuote, and OneClickCode.

· Obtaining permits at project initiation and uploading permit/inspection cards to project files.

· Scheduling inspections, monitoring their progress, addressing any failures, and rescheduling as necessary.

· Managing warranty claims by dispatching and ensuring follow-up.

· Requesting additional photos to facilitate insurance negotiations during production (e.g., ice and water shield, step flashing tear-off, drip edge).

· Overseeing company licensing and ensuring compliance. Tracking all current licenses, obtaining new licenses, tracking credentials, and expiration dates on a spreadsheet.

· Tracking receipts, checks, and deposits, and coordinating with production teams for cost allocation and income categorization.

· Managing Workman’s Compensation and General Liability audits, gathering required information, and liaising with insurance companies.

· Processing company bills, setting up auto-payments, paying office rent, and handling manual payments.

· Generating and sending invoices, final bills, and managing accounts receivable.

· Overseeing hiring and onboarding processes, including ordering staff apparel, setting up emails and CRM profiles, and preparing new employee packets.

· Configuring IT setups for new staff, troubleshooting technical issues, and coordinating with service providers like Comcast, Nextiva, and Verizon.

· Answering phones for Gen 3 Roofing, assigning new leads, and dispatching as needed.

· Assisting the CEO with travel arrangements and calendar management.

· Ordering office supplies, shopping for and stocking the snack area.

· Vetting new vendors and subcontractors, requesting W9s and COIs, and ensuring COI renewals and ongoing insurance coverage.

· Filing and organizing office documents.

· Sending documents for electronic signatures via DocuSign and collecting wet signatures and notarizations when required.

**Qualifications:**

- Bachelor’s degree in Business Administration, Operations Management, or extensive construction office and internal operations management experience.

- Proven experience (5 years) in office management or internal operations, MUST be in the construction or roofing industry.

- Strong leadership and team management skills with a track record of improving team performance.

- Excellent organizational and multitasking abilities.

- Proficient in using operational software and tools; experience with project management software is a plus. Acculynx and Xactimate experience is a big plus.

- Exceptional problem-solving skills and attention to detail.

- Effective communication and interpersonal skills.

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• Employee discount
• Health insurance
• Paid time off
• Referral program

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Centennial, CO 80112: Relocate before starting work (Required)

Work Location: In person

Salary : $60,000 - $80,000