Service Office Manager in San Leandro, California at NATIONS ROOF LLC

• On-Site, San Leandro, CA area

  Nations Roof is one of the largest and most respected commercial roofing contractors in the United States, delivering high-quality, cost-effective solutions nationwide. Our expertise spans all roofing systems, waterproofing, coatings, and sustainable technologies. We are driven by a commitment to safety, quality, and long-term partnerships—with our clients and our people.

  Position Summary:

  The Service Office Manager, under the direct of the President (or other reporting Manager listed above), is responsible for all aspects of bookkeeping and administrative processes, including purchase orders, invoices, building permits, office support and contract documents. Additionally, the Service Office Manager ensures the smooth operation of day-to-day activities within the service division by providing consistent operational support with minimal supervision. This includes overseeing the coordination of tasks, assisting in managing resources, and addressing operational challenges to ensure timely and efficient execution of services.

  Essential Functions and Responsibilities:

  • Coordinate the scheduling of service appointments, ensuring that all customer requests are timely addressed and that service teams are aligned with customer needs and availability
  • Track and report on key metrics related to service delivery, invoice accuracy, and payment collections to ensure performance standards are met.
  • Maintain communication with clients regarding ongoing service projects, billing inquiries, and resolution of service issues.
  • Help resolve any service-related inquiries or disputes with customers, vendors, ensuring that resolutions are documented and handled professionally.
  • Process, review, code and input daily outgoinginvoices and incoming payments.
  • Collections on local and past due national accounts.
  • Send andreceive Work Orders, Purchase Orders,COIand Warrantiesfor Service.
  • Assistance in creation ofworkorders and project registrationinSalesforce softwarefromclientrequests.
  • Assist with the preparation, review and administration of contractual proposals,contracts and purchase ordersrelating to construction projects.
  • Preparation, review and administration of subcontractor MSA’s,PO’s, and certificates of insurance.
  • Ensure all project documents, contracts, and service records are properly stored, organized, and compliant with company standards, industry regulations, and legal requirements.
  • Assist with generating monthly or quarterly service performance reports, including invoice status, collections reports, and project progress updates for management review.
  • Serve as a liaison between different departments (e.g., sales, finance, operations) to ensure smooth communication and efficient project flow.
  • Cross train and provide back up support for the office.
  • Project set up and job maintenancein Salesforce.
  • Account payable and receivable management in Viewpoint.
  • Verify payroll consolidation and entry.
  • Reconcile accounts.
  • Assist with administration of human resources, new employee onboarding, and benefits related matters forhourly employees.
  • Assist in tracking and administration of service fleet vehicle maintenance schedules.
  • Assist in ordering and tracking of materials andequipmentnecessary for service work, ensuringservice vansstock levels are maintained and inventory records are accurate.
  • Assist in receiving and tracking vendor/supplier preliminary notices and lien release requirements, submittals, and releases.
  • Processes, organizes, and maintains project documents/warranty management.
  • Hasability to produce a high-volume output while maintaining an attention to detail.
  • Other dutieswill beassignedas knowledge of our business grows.
  • Become proficient in all aspects of our Salesforce CRM program.
  • Identify and recommend improvements to existing processes to enhance operational efficiency, including streamlining workflows, reducing costs, and increasing customer satisfaction.
  • Receives, organizes, and maintains construction documents.
  • Other duties as assigned.

Skills/Knowledge:

• Excellentwritten and verbal communication skills to liaise effectively with clients, vendors and internal teams.

• Understanding of invoicing, payment processing, and collections, especially as it relates to construction project billing cycles, highly preferred.
• Ability to maintain accurate records, prioritize tasks, manage schedules, and keep track of multiple ongoing projects.
• Ability to effectively plan, organize and meet deadlines while maintaining a high level of quality.
• Ability to use document management systems to organize and store important project documents, contracts, insurance certificates, and warranty information.
• Intermediatecomputer skillsrequired.(Microsoft Suite: Word, Excel, PowerPoint, etc.)

Education/Experience:

Bachelor’s degree in business administration, accounting, construction management, or a related field. Experience in construction related field, preferred.