Office Manager

1. Financial & Bookkeeping

• Accounts Receivable (AR): Draft and prepare invoices in QuickBooks based on completed jobs for management review, and assist with logging incoming payments.
• Accounts Payable (AP): Enter bills and material receipts from vendors and suppliers into QuickBooks.
• Payroll Processing: Collect and verify timesheets from the field crews, ensuring regular hours and overtime are accurately logged and processed on schedule.
• Expense Tracking: Collect, organize, and track material receipts for job site purchases to ensure accurate job costing and record-keeping.

2. Field Operations Support

• Work Order Management: Manually log incoming service requests, draft work orders, and ensure the crews have the exact scope of work before they roll out.
• Crew Communication: Act as a bridge between the office and the field. Translate or clarify instructions (English/Spanish) so the crews know exactly what needs to be done on-site.
• Material & Equipment Tracking: Keep a clear, updated log of which crew is taking which equipment out for the day and track incoming material deliveries.

3. Client & Vendor Relations

• Property Manager Support: Serve as a reliable point of contact for property managers requesting updates, checking on the status of a repair, or needing post-job photos.
• Estimate Preparation: Take the pricing, field notes, and measurements provided by management and accurately type them up into formal, professional estimates for client approval.
• Vendor Coordination: Call suppliers to check on material availability, pricing, or delivery times for upcoming jobs.

4. General Office Administration & Efficiency

• Process Improvement: Actively look for ways to streamline front-office operations and bring fresh ideas to the table to make administrative workflows more efficient.
• Filing & Organization: Maintain organized digital and physical files for all clients, vendors, and employees.
• Compliance Tracking: Keep an eye on expiration dates for the company’s general liability insurance certificates, workers' comp policies, and vehicle/trailer registrations, ensuring renewals are handled ahead of time.
• Front Office Management: Answer the main office line, sort the mail, and keep the front office fully stocked with necessary supplies.

Pay: From $16.00 per hour

Benefits

• Paid time off

Application Question(s)

• How many years of hands-on experience do you have using QuickBooks for data entry, drafting invoices, and tracking accounts payable/receivable?
• Are you fluent in both English and Spanish to effectively communicate daily work orders to our field crews?
• Are you able to work Monday through Friday, 8:00 AM to 5:00 PM in our Laredo office, and occasionally stay past 5:00 PM to finalize payroll or dispatching?
• We want someone who can bring fresh ideas to the table. Give a brief example of a time you organized a messy system or improved a front-office process at a previous job.

Work Location: In person