Office Manager & Production Coordinator

Office Manager & Production Coordinator

Position Type: Full-Time, Remote

Working Hours: U.S Business Hours

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.

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.

• 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.

• 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.

• 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 accurate, complete, and up to…