Senior Office Manager (Operations & Client Coordination) in San Jose

Job Description

Senior Office Manager - Operations & Client Coordination

• Company: Sequoia Outdoor Design & Build
• Location: San Francisco Peninsula / Bay Area (home-office based; must live locally for occasional in-person meetings, events, etc.)
• Job type: Full-time
• Base pay: $75,000 to $100,000 per year, depending on experience, plus performance bonus

Love turning chaos into a smooth, reliable machine? Come run the engine room.

Sequoia Outdoor Design & Build creates high-end outdoor living spaces across the Peninsula and South Bay: complete backyard transformations, patios, outdoor kitchens, pool decks, driveways, retaining walls, and custom landscape construction. We are built on a refined design-build system and a simple standard, Happy Clients and Healthy Jobs.

We are hiring a Senior Office Manager to run the operating rhythm behind the company: keep our lead pipeline responsive, our appointments booked and held, our clients informed, and our systems accurate.

This is not a passive administrative role. You own outcomes, spot problems before they become emergencies, and build systems the whole team can trust. If a full calendar, a happy client, and a to-do list turned into a done list genuinely energize you, keep reading.

Our project managers own field construction, trade supervision, installation quality, and jobsite decisions. You own the administrative coordination and follow-through that make projects run smoothly.

What you will own

Lead and appointment coordination

• Respond fast and professionally to every incoming lead. Treat lead flow like a pipeline.
• Schedule, confirm, and follow up on design consultations, and keep no-shows near zero.
• Keep persistent, respectful follow-up with prospects so no opportunity is ever lost.
• Route each lead to the right team member.

Client experience

• Own the administrative handoff from signed contract through project completion.
• Schedule kickoffs, walkthroughs, and client touchpoints, and keep clients proactively updated.
• Spot communication gaps and escalate concerns before they grow.
• Drive review and referral requests at the right project milestones.

Project coordination

• Keep sold-project files, contracts, selections, purchase orders, and change orders complete and organized.
• Coordinate administrative timelines with project managers, designers, crews, vendors, and clients.
• Track outstanding decisions, approvals, documents, and scheduling dependencies.
• Maintain clean handoffs and prevent avoidable delays caused by missing information.

CRM and systems (ContractorIQ)

• Keep records accurate and current. You are the team's trusted source of operational truth.
• Monitor overdue tasks, follow-up activity, appointment status, and project milestones.
• Produce reliable operational reporting for leadership.
• Improve workflows, checklists, templates, and automations.

Administrative operations

• Support employee and subcontractor onboarding.
• Coordinate company mail, vendor documentation, and recurring administrative needs.
• Handle confidential client, employee, and company information with discretion.

How you will work. You will partner closely with ownership, project management, sales, and finance, with clear decision-making authority in your lane and well-defined approval processes for everything else.

How success is measured

• Lead response speed
• Consultations booked and held
• Follow-up completion
• CRM accuracy and task compliance
• Complete and on-time project handoffs
• Consistent client communication
• Reviews and referrals generated
• Fewer dropped tasks, scheduling conflicts, and preventable operational issues

Who you are

• 5+ years in operations coordination, client success, office management, scheduling, or a similar role. We care more about a proven track record and the right attitude than the exact number, so if you are a genuine go-getter close to that, apply.
• Construction, design-build, home improvement, or another high-ticket home-services background is strongly .
• Sales or customer-facing experience is a strong plus. You know that fast, warm follow-up directly drives revenue.
• You have handled a real volume of leads, appointments, clients, or active projects.
• Exceptionally organized. You build checklists, systems, and accountability by instinct.
• A warm, clear communicator by phone, email, and text. Clients trust you fast.
• Comfortable holding teammates accountable for missing information or deadlines.
• Fluent with CRMs, Google Workspace, scheduling tools, and modern business technology.
• Excellent judgment and strict confidentiality.
• Positive, dependable, calm under pressure, and genuinely energized by helping people.
• Bay Area based, able to attend occasional Peninsula meetings and retrieve company mail.

What we offer

• Base compensation of $75,000 to $100,000, depending on experience, plus a performance bonus tied to outcomes within your control.
• Home-office based work with occasional local responsibilities.
• A high-trust seat with meaningful ownership and direct visibility to leadership.
• The opportunity to build and help scale the operating systems of a growing premium design-build company.

How to apply

Apply through ZipRecruiter with your resume. Please also include three to five sentences describing a scheduling, client-service, or operational process you improved: what was broken, what you changed, and the measurable result. We read every one, and it is the fastest way to stand out.

Sequoia Outdoor Design & Build is an equal opportunity employer. Employment decisions are based on qualifications, performance, and business needs. The listed range represents the expected base compensation for this position; actual compensation depends on experience and qualifications.

Company DescriptionThe Bay Area’s Top Landscape Design & Build Company.

Located in San Mateo, California, we provide quality landscape design, artificial grass installation, and hardscape installation services – including paver driveways and patios, outdoor kitchens and BBQ islands, walls, pergolas, outdoor lighting, and more.Company DescriptionThe Bay Area’s Top Landscape Design & Build Company.

Located in San Mateo, California, we provide quality landscape design, artificial grass installation, and hardscape installation services – including paver driveways and patios, outdoor kitchens and BBQ islands, walls, pergolas, outdoor lighting, and more.