Office Manager
Listed on 2026-02-28
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Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management
Role Summary
The Office Manager owns the day-to-day administrative and financial operations of Houston Grey. This role manages Accounts Payable, Accounts Receivable, internal coordination between office staff, installers, and the delivery driver, and provides direct administrative support to the owner. This is a hands‑on, high‑trust role with real authority. The right person is proactive, detail‑driven, calm under pressure, and comfortable enforcing the process while supporting people.
HowThis Role Supports the Mission
The Office Manager is the operational backbone of Houston Grey. This role ensures money flows correctly, communication is clear, crews are supported, and the owner is protected from day‑to‑day administrative noise. When this role is done well, jobs run smoother, crews stay productive, vendors get paid on time, customers are informed, and leadership can focus on growth instead of cleanup.
Qualifications- 3-5 years of experience in an Office Manager, Operations Manager, or similar role
- Strong experience with AP and AR
- Comfortable working in construction, trades, or project‑based environments
- Highly organized with excellent follow‑through
- Confident communicator who can work with field crews and leadership alike
- Able to make decisions independently while knowing when to elevate
- Process vendor invoices accurately and on time
- Match invoices to purchase orders and deliveries
- Coordinate with suppliers on billing questions or discrepancies
- Ensure crews and delivery drivers have materials ordered and paid for ahead of job start dates
- Maintain organized records for bookkeeping and reconciliation
- Send customer invoices promptly based on job milestones
- Track outstanding balances and follow up on overdue payments
- Communicate professionally with customers regarding billing questions
- Maintain a goal of less than 5% of jobs with outstanding balances
- Coordinate with the owner on escalated payment issues
- Act as a gatekeeper and organizer for the owner’s day‑to‑day needs
- Keep the owner informed on cash flow, outstanding issues, and priorities
- Prepare summaries, reports, or documentation as needed
- Help keep the owner focused, organized, and out of unnecessary interruptions
- Manage incoming calls, emails, and messages
- Maintain organized digital and physical records
- Keep systems updated (job statuses, invoices, notes)
- Support scheduling, documentation, and basic reporting
- Identify operational gaps and suggest improvements
- Customers know what to expect and feel informed
- Vendors are paid on time
- The owner is no longer buried in admin tasks
- Fewer surprises, fewer fires, more predictability
- < 5% of jobs with outstanding receivables
- AP paid on time with minimal corrections
- Fewer last‑minute material or scheduling issues
- Clear, documented communication between the office and the field
- Reduced owner involvement in day‑to‑day admin decisions
- Quick Books
- Comp‑U‑Floor
- Outlook / Email
- Phone & Text Communication
- Basic spreadsheets and document management tools
At Houston Grey, we are driven by passion and a determined commitment to everything we do. We build open and honest relationships, operate with precision, and deliver exceptional flooring and tile work to residential and commercial clients across Tennessee. Our internal operations matter just as much as our craftsmanship because excellence on the jobsite starts with excellence in the office.
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