Office Manager & Production Coordinator

Description
Office Manager & Production Coordinator
Position Type:  Full-Time, Remote

Working Hours:

U.S Business Hours

About the Role  We are looking for an organized and detail-oriented Office Manager & Production Coordinator to support Titan Roof's California operations.
This role combines permit coordination, customer communication, invoicing, production scheduling, job documentation, and day-to-day administrative support. You’ll work closely with project managers and field crews to keep projects organized, compliant, and moving forward from signed contract through project close-out.

What You’ll Own   Permit Pulling
Manage the full permit process for roofing projects across Titan Roof's California service area.
Track permit applications and follow up with local municipalities.
Ensure every job is fully compliant before work begins.
Customer Coordination
Serve as the primary point of contact for homeowners and commercial clients.
Answer inbound calls and respond to customer inquiries.
Keep customers informed throughout the production cycle.
Escalate issues requiring field decisions to the appropriate project manager.
Invoicing & Billing
Generate, send, and track invoices using Quick Books.
Reconcile payments and maintain accurate records.
Flag outstanding balances to the appropriate team member in a timely manner.
Production Scheduling Support
Work alongside project managers and field crews to coordinate job timelines.
Confirm material deliveries.
Identify and flag scheduling conflicts before they affect crews on the ground.
Job & Document Management
Maintain accurate and up-to-date project records in Job Nimbus.
Keep photos, contracts, notes, and permit documentation organized.
Ensure the team has a reliable single source of truth for every active job.
Administrative Operations
Handle day-to-day office tasks, including filing and data entry.
Manage internal communication and administrative needs.
Support the smooth operation of the California team.

Required Experience & Skills   At least 2 years of experience in an office manager, production coordinator, or administrative coordinator role.

Experience with in construction, roofing, or a related trade is preferred.
Hands-on experience with Job Nimbus or a comparable construction CRM for job tracking and documentation.
Proficiency in Quick Books for invoicing, payment tracking, and basic financial record-keeping.
Experience pulling building permits or coordinating permit applications.
Understanding of municipal permitting in California or a comparable jurisdiction.
Strong written and spoken English.
Confidence representing Titan Roof professionally on calls with customers, city offices, and contractors.
Ability to manage multiple open projects simultaneously.
Strong prioritization and record-keeping skills with minimal supervision.

What Makes You a Strong Fit   You follow through without needing reminders and take ownership of tasks until they are completed.
You communicate proactively when something is delayed, behind schedule, or unclear.
You are highly precise with permit numbers, invoice amounts, job addresses, customer names, and other project details.
You remain calm and organized when multiple priorities require attention at the same time.
You know how to triage tasks, take clear notes, and keep work moving.
You are comfortable coordinating across teams and time zones through phone, email, and Job Nimbus.

What Success Looks Like   Permit applications are tracked, followed up on, and completed before work begins.
Customers receive timely and professional communication throughout the production cycle.
Invoices and payments are accurately processed and tracked.
Project schedules, materials, and potential conflicts are proactively coordinated.
Job Nimbus records remain…