Office Manager

Description

The Office Manager plays a critical role in ensuring the smooth, efficient, and professional operation of a restoration branch. This position oversees administrative functions, supports project and field teams, and maintains accurate documentation to keep jobs moving on schedule. The Office Manger services as the central communication hub, ensuring a high level of service and operational coordination.

With strong attention to detail, organization, and problem-solving skills, the Office Manager helps drive operational excellence and contributes directly to the company’s productivity, customer satisfaction, and overall branch success.

Essential Duties and Responsibilities

• Manage day-to-day office operations, provide general administrative leadership, ensure customer satisfaction and drive process improvements.
• Manage the AR process for projects, job file maintenance, vendor list management, and calling on past due accounts.
• Responsible for the overall score of program jobs.
• Ensure compliance with processes and regulatory requirements.
• Maintain accurate project files, including contracts, estimates, invoices, and insurance documentation.
• Assist in reconciling projects budgets, reviewing cost reports, and tracking expenses.
• Motivate, train, and retain administrative support staff.
• Communicate effectively with clients and internal stakeholders.
• Working with operational staff for coordinating and scheduling purposes.
• Work closely with the customers, insurance companies and third-party administrators on various timely administrative duties.
• Maintain and update standard operating procedures for office and administrative functions.
• Ensure accurate job details are entered into the job management software timely.
• Other duties as assigned.

• Education and/or Experience – High school diploma or general education degree (GED), and one to two years related experience and/or training; or equivalent combination of education and experience. Previous experience in the restoration or construction industry preferred.
• Customer Service – Ability to provide timely, professional communication with internal teams, customers, and suppliers to support accurate deliveries and maintain strong working relationships.
• Language Skills – Ability to read and comprehend simple instructions, correspondence, and memos.
• Communication Skills – Ability to communicate clearly and effectively in both written and verbal form. Ability to collaborate effectively across departments and with external customers.
• Computer/Technical Skills – Proficient in Microsoft Office (especially Outlook, Excel, and Teams. Familiarity with job management systems such as Albi. Xactimate experience is preferred.
• Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure for basic algebraic and geometric calculations. Ability to accurately calculate material quantities and costs to support budgeting and price comparisons.
• Problem-Solving – Ability to troubleshoot and resolve issues independently with minimal supervision.
• Vendor Relationship Management – Ability to build, maintain, and strengthen positive relationships with suppliers and pro sales representatives through effective communication, professionalism, and a solution-oriented approach that supports timely deliveries and competitive pricing.
• Vision – Ability to review documents, digital screens, and vendor price sheets; requires close vision, distance vision, and peripheral vision, with the ability to adjust focus as needed.

Employment is voluntarily entered into, and employees are free to resign at will at any time, with or without cause. Similarly, the company may terminate the employment…