Office Operations Coordinator

The Office Manager plays a key role in ensuring the smooth daily operation of the office while overseeing invoicing, financial processing, and administrative functions. This role is central to how the business operates day to day. This person ensures that work completed in the field is accurately captured, billed, and closed out, while also keeping the office running in a structured and efficient way.

The position owns the invoicing and job closeout process from start to finish. That includes reviewing technician notes, confirming scope and pricing accuracy, and following up on any gaps before closing jobs in the system. On the financial side, this person manages invoicing, receives and applies payments, and keeps records accurate and up to date. Attention to detail and consistency are critical, as this work directly affects revenue and reporting.

This role also supports the broader office environmentThe ideal candidate is detail-oriented, highly organized, and capable of handling multiple priorities in a fast-paced environment.

Invoicing & Job Closeout

· Prepare and process accurate invoices for completed jobs

· Review technician notes to ensure all work performed is clearly understood and properly documented

· Verify that all line items are correct, complete, and aligned with job scope and pricing

· Identify missing or unclear information and follow up with management or technicians as needed

· Close out jobs in the system in a timely manner

Payments & Financial Processing

· Send invoices and statements to customers as required

· Receive, record, and deposit customer payments and checks

· Ensure payments are applied correctly and timely in the accounting system

· Communicate with internal teams regarding payment status and discrepancies

Office Management

· Manage daily office operations to ensure a smooth and organized work environment

· Order and maintain office supplies, equipment, and materials, including UPS purchasing and tracking of office-needed items

· Manage incoming and outgoing mail, including checks, documents, and customer correspondence

· Other job duties as assigned