Office Manager

Description

Pay Range: $70,304.00 - $76,590.80 Annually (DOE)

Branch Location: 150 Beacon St. South San Francisco CA 94080

Restoration Management Company expects each, and every employee to embrace and apply in their daily activities the following company CORE VALUES: Team Spirit, Integrity, Quality, Humility and Safety. These, in addition to the requirements listed below, are essential to the success of your career with Restoration Management Company.

Job Summary

The Office Manager plays a critical role in overseeing the day-to-day office operations and administration of a branch, ensuring effective coordination, compliance, and client communication. This individual will directly manage the Project Coordinator team and work closely with branch leadership to ensure smooth operation and service delivery across multiple projects. The Office Manager will also serve as the first point of contact for client inquiries, office staff management, and project support for the Branch Manager, Project Managers, and Project Directors.

Key Responsibilities

Core responsibilities for the position are as follows:

• Support for Branch Manager and Branch Leadership:
• Act as a key authority figure within the branch to manage routine office issues, allowing the Branch Manager to focus on higher-level responsibilities.
• Provide direct support to the Branch Manager by overseeing administrative tasks, project coordination, and staff performance management.
• Ensure that every day operational duties are handled efficiently, minimizing the Branch Manager's involvement in routine issues such as client communication and staff oversight.
• Work with Project Directors to assist with administrative duties and project scheduling, maintaining smooth communication between the office and the field.
• Project Coordinator Team Management:
• Directly manage and oversee the Project Coordinator group, ensuring that they are efficiently handling project schedules, client communication, and vendor coordination.
• Provide leadership and guidance to Project Coordinators responsible for dispatching crews for emergency services (EMS) jobs, and coordinate with other branches as needed.
• Ensure all Project Coordinators are updating Salesforce and that job opportunities are assigned promptly to the appropriate Project Manager or Project Director.
• Provide oversight of the Project Coordinator offering the day-to-day support of PM and PD’s, ensuring they adhere to company procedures, meet deadlines, and address client concerns.
• Client Communication and Issue Resolution:
• Serve as the first point of contact for client inquiries, addressing concerns within the 15-minute response window.
• Resolve client concerns proactively before escalation to the Branch Manager, ensuring a smooth client experience from start to finish.
• Work with the Call Center and Project Managers to ensure timely and accurate information is communicated to clients, especially during the preliminary stages of projects.
• Branch Compliance and Administrative Management:
• Ensure that the branch is MJOB compliant, addressing any non-compliance issues directly with the staff.
• Collaborate with Project Directors and Senior Project Managers to schedule regular Project Manager File Reviews.
• Work with HR to address any disciplinary actions with the Project Coordinator group or Technicians, providing coaching and support for resolving issues quickly.
• Ensure that performance-related issues (e.g., tardiness, absences, uniform non-compliance, etc.) are addressed promptly to prevent escalation, involving the Branch Manager only when necessary.
• Staff and Office Performance Management:
• Take full responsibility for managing staff performance in the office, including addressing minor issues such as friction among co-workers, after-hour
• responsiveness, and underperformance for basic requirements (attendance, uniform, clocking in and out, lunch premiums, etc.).
• Lead efforts to improve team morale and collaboration through organized staff meetings, safety meetings, and Core Value events.
• Organize and manage branch-level events such as Birthday Breakfasts, Holiday Celebrations, and other team-building activities.
• Support the growth and development of Project Coordinators and Technicians through initiatives like the PC and Technician-level THRIVE program.
• Branch/Facilities Management/Coordination
• Proactively address any building issues by coordinating and facilitating resolution.
• Receive estimates and approvals for any sub-contractor work.
• Schedule and track regular building maintenance (deep cleaning, annual HVAC, carpet cleaning, etc.)
• Partner and coordinate with internal corporate support to ensure processes and procedures are adhered to.
• Branch and Inter-Branch Coordination:
• Work closely with the Branch Manager and Office Managers at other locations to ensure smooth coordination and coverage of projects across branches.
• If additional support is required for emergency services or project dispatching, collaborate with other branches to allocate resources effectively.
• Ensure that the office operations, scheduling, and resource management are efficiently organized to meet the demands of the branch’s clients and projects.
  
  
  

Key Skills/Compentencies

• Strong leadership and team management abilities, with experience managing project coordination teams.
• Excellent communication and problem-solving skills, with the ability to effectively interact with clients, staff, and leadership.
• Proficiency in project management and scheduling software (e.g., Salesforce, Xactimate).
• Highly organized and detail-oriented with a focus on maintaining compliance and resolving operational issues.
• Ability to handle escalated client concerns and ensure a positive client experience.
• Experience in handling office administration and staff management, including performance reviews and disciplinary processes.
  
  
  

Experience/Requirements

The position of this role requires the following:

• 5 years of experience in project coordination, office management, or a similar role within the restoration or construction industry.
• Proven experience managing teams and office operations across multiple locations.
• Proficiency in project management software such as Salesforce, Xactimate, and MS Office Suite.
• Strong organizational, communication, and leadership skills.
• Experience handling client communication and managing vendor relationships is preferred.
  
  
  

CERTIFICATIONS/TRAINING

• Industry-related certifications (e.g., IICRC, Xactimate proficiency).
• Leadership and team management training.
• Knowledge of industry compliance standards (e.g., OSHA).
  
  
  

Safety Requirements

• Regulatory Requirements: Adhere to all local, state, and federal safety regulations, including OSHA and EPA standards.
• Personal Protective Equipment (PPE): Required PPE may include gloves, masks, goggles, hard hats, and safety footwear. All employees must wear PPE as required for their specific roles and job site conditions.
• Ergonomic Practices: Practice ergonomic principles to prevent musculoskeletal disorders. This includes proper desk setup, using adjustable chairs, and maintaining good posture while seated.
• Office Safety Protocols: Adhere to established office safety protocols to maintain a secure work environment. This includes following guidelines for the proper use of office equipment and ensuring that workspaces are free from clutter to prevent trips and falls.
• Safety Training: Complete all mandatory safety training sessions, including but not limited to hazard communication, emergency response, and safe equipment handling.
• Reporting Safety Concerns: Ability to identify and immediately report any unsafe conditions, hazards, incidents or injuries to supervisors without fear of retaliation.
• Emergency Procedures: Familiarize yourself with emergency procedures relevant to your specific job site, including evacuation routes, and emergency contacts.
  
  
  

Physical Requirements

General Physical Abilities:

• Lifting and Carrying: Ability to lift and carry materials or equipment weighing up to 25 lbs. regularly and up to 50 lbs. with assistance.
• Physical Activities: Ability to perform tasks that require, walking, bending, reaching, crouching, kneeling, climb, squat, crawl, lift above shoulder, reach, and twist.
• Sitting and Standing: Prolonged sitting or standing required (in office, driving and/or at job sites). Regular alternating between sitting and standing
• Repetitive Motions: Continuous repetitive motion and tasks involving L/R hand movement (computer/mouse), wrists, or arms (e.g., typing, data entry).
• Machinery Operation: Capacity to operate machinery and tools as required by job tasks, which may involve fine motor skills and hand-eye coordination.
• Visual Ability: requirement for clear vision (e.g., close work, computer use, eye hand coordination)
  
  
  

WORKING CONDITIONS

Office Environment:

• Indoor office setting for corporate roles, including working with standard office equipment (computers, phones, printers). May involve regular meetings, (in person or zoom) and collaboration with team members.
  
  
  

Field Environment:

• Outdoor fieldwork at restoration sites, which may include residential, commercial, or industrial properties. Duties may involve exposure to different weather conditions (sun, rain, snow, heat).
  
  
  

Hazardous Environments:

• Potential exposure to hazardous materials, chemicals, or contaminants specific to restoration work, requiring strict adherence to safety protocols and use of PPE.
• Work after hours and weekends given our 24/7 business operations
  
  
  

Travel Requirements:

• This may include travel to and from job sites, requiring the use of company vehicles. Possibility of attending out-of-town training or conferences.
  
  
  

Req Number ADM-26-00004

About the Organization Restoration Management Company, Northern California's largest emergency service / restoration company is a growing, profitable, privately held company headquartered in Livermore, California. Established in 1985, Restoration Management Company has been providing reliable, year round emergency service, 24-hours-a-day for water, smoke and environmentally damaged property - to commercial, industrial, and residential clients.

We offer:

• Full-time positions;
• Opportunity for advancement;
• Competitive benefits (medical, dental, vision, EAP, 401k and matching, and life insurance)
• PTO
• Paid holidays
• Competitive salaries
  
  
  

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.