What are the responsibilities and job description for the Office Manager position at Select Crane Sales, LLC?
Office Manager
Company: Select Crane Sales
Location: Ashland, VA (Onsite)
Department: Operations / Service
Reports To: Operations Leadership / Controller
The Office Manager for the Ashland, Virginia location will oversee the daily administrative, financial, and operational coordination of the branch. This onsite role is responsible for ensuring accurate and timely invoicing, tracking job profitability, managing technician time and expense reporting, and supporting the overall financial and operational performance of the location.
The ideal candidate is highly organized, financially disciplined, detail-oriented, and capable of supporting a fast-paced crane, heavy equipment, and field service operation.
Key Responsibilities
Invoicing & Billing Management
- Prepare and issue customer invoices upon job completion.
- Manage progress billing and periodic invoicing for long-term projects to ensure costs are carried and cash flow remains healthy.
- Monitor customer payment terms, with most accounts operating on Net 30 terms.
- Coordinate with accounting regarding collections, aging reports, and customer account status.
- Verify all labor, equipment, travel, parts, and subcontractor charges prior to invoicing.
- Ensure service tickets, technician reports, and customer approvals are complete and accurate before billing.
Technician Time & Expense Tracking
- Track technician labor hours daily and weekly.
- Review and validate employee time sheets and job coding.
- Monitor technician expenses including travel, lodging, fuel, meals, and job-related purchases.
- Ensure all labor and expenses are properly allocated to the correct jobs and cost centers.
- Support payroll preparation through accurate reporting and documentation.
- Job Costing & Financial Support
- Assist with tracking branch profitability and job-level financial performance.
- Monitor job costs versus billed revenue.
- Identify billing delays, cost overruns, and margin concerns.
- Maintain operational reports related to labor utilization, rentals, service work, subcontractors, and parts.
- Support monthly P&L reviews and branch financial reporting.
Operations & Administrative Coordination
- Support the daily operations of the Ashland branch office.
- Coordinate communication between field technicians, operations leadership, customers, and vendors.
- Maintain organized job files, vendor documentation, customer records, and compliance paperwork.
- Assist with purchase orders, vendor invoices, inventory coordination, and administrative reporting.
- Help maintain a professional and responsive office environment.
Systems & Process Management
Utilize company systems including QuickBooks and Field Service Management software.
Ensure timely and accurate data entry across operational and accounting systems.
Support continuous improvement of invoicing, reporting, and operational workflows.
Qualifications
- 3 years of office management, operational support, service coordination, or accounting experience.
- Experience in construction, crane, equipment rental, heavy equipment, transportation, or industrial service industries preferred.
- Strong understanding of invoicing, job costing, accounts receivable, and operational reporting.
- Experience working within a billing environment preferred.
- Strong Microsoft Excel and Microsoft Office skills.
- Experience with QuickBooks and/or Field Service Management software preferred.
- Strong communication, organizational, and multitasking abilities.
- High level of attention to detail and financial accuracy.
- Ability to work onsite daily in Ashland, Virginia.
Preferred Skills
- Understanding of branch-level P&L management.
- Experience supporting field technicians and project-based operations.
- Ability to identify operational inefficiencies and improve administrative processes.
- Comfortable working independently in a growing operational environment.
Key Performance Indicators (KPIs)
- Timeliness and accuracy of invoicing.
- Reduction in aged receivables and billing delays.
- Accuracy of technician time and expense tracking.
- Visibility into branch profitability and job costing.
- Administrative responsiveness and operational support quality.
Work Environment
Full-time onsite position located in Ashland, Virginia.
Fast-paced operational environment supporting crane service, rentals, transportation, and field operations.
Frequent interaction with technicians, customers, vendors, and leadership teams.
Competitive salary benefits
Sent Resume to: Frank Pellegrini at frankp@selectcrane.com