Office Manager

About Trinity Cleaning

Trinity Cleaning NC is a fast-growing commercial cleaning company serving clients across North Carolina. We are driven by high standards, accountability, and a people-first culture. As we scale, we need sharp, organized, and tech-savvy team members who want to grow with us.

Role Overview

We are looking for a versatile Office Administrator to own the day-to-day business operations of Trinity Cleaning. This is a high-impact, hands-on role that spans bookkeeping, HR, client services,and operational direction. The ideal candidate is strategic, detail-oriented, proactive, and comfortable using modern technology—including AI tools—to get more done in less time.

This role is designed for someone who thrives in a dynamic small-business environment, can manage multiple priorities, and takes pride in keeping the machine running smoothly behind the scenes.

Responsibilities at a Glance

• Bookkeeping (A/R, A/P, invoicing, vendor payments, QuickBooks P&L, monthly reconciliation)
• HR (Recruiting, hiring, onboarding, payroll, scheduling, training, job descriptions, phone interviews)
• CRM / Master File (Client data management, KPI reporting, business status reports, internal data maintenance, communication tracking)
• Client Services (Inbound comms, complaint to resolution workflow, client satisfaction)
• Administration ( L-10 meeting prep & follow-up, proposal creation and submittal)

Detailed Responsibilities

1. Bookkeeping

Accounts Receivable

• Create and send monthly client invoices, including consumables and one-time jobs
• Receive payments and reconcile invoices in QuickBooks
• Manage and follow up on past-due accounts

Accounts Payable

• Pay vendors on schedule and reconcile against incoming invoices

QuickBooks Management

• Maintain accurate P&L reporting
• Ensure books are fully reconciled by the 10th of every month

2. CRM / Master File Maintenance

• Input and maintain accurate client data and contact information
• Generate reports reflecting current business state and KPIs

3. HR Functions

• Create and post job ads on Indeed and other platforms
• Manage recruiting and hiring pipeline
• Coordinate group interviews, including email scheduling and logistics
• Onboard new employees and manage new-hire documentation
• Build and maintain group training schedules
• Own employee scheduling
• Process payroll accurately and on time
• Write and update job descriptions as roles evolve
• Conduct STAY interviews using company framework to support retention

4. Services App

• Keep all job and client data up to date within the platform
• Monitor communications and serve as a backstop for missed or open items

5. Client Services

• Handle inbound client communications with professionalism and urgency
• Log and track all complaints in the CRM
• Follow up on open complaints and drive resolution
• Manage client satisfaction initiatives.

6. Administration

• Prepare materials and follow-up action items for weekly meetings
• Create and submit client proposals on behalf of the leadership team

What We’re Looking For

Required

• 2 years of bookkeeping or accounting experience; QuickBooks proficiency required
• Demonstrated experience in an HR or office management capacity
• Working knowledge of AI tools (ChatGPT, Claude, or equivalent) and willingness to integrate them into daily workflows
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail—especially with financial data
• Proficiency with Microsoft Office or Google Workspace

Preferred

• Experience with field service management software
• Background in a service-based small business (cleaning, landscaping, HVAC, etc.)
• Familiarity with business operating system.
• Experience running payroll (Gusto, ADP, or similar)

Why Join Trinity Cleaning

• Be a key player at a growing company with real impact on operations
• Collaborative, no-politics culture where your work is seen and valued
• Hybrid schedule with flexibility for the right candidate
• Opportunity to grow your role as the company scales
• Work directly with company leadership on meaningful decisions

Applications are reviewed on a rolling basis. We look forward to hearing from you.