Office Manager

Position Summary

Fence Builders is a fast-growing fence installation business serving commercial and residential customers across the Carolinas, Tennessee, and Georgia. The Office Manager runs the administrative and back-office operations of the Greenville location, reporting to the General Manager and working closely with the corporate finance, payroll, and procurement teams. The role owns job tracking in the CRM from lead through completed installation and collected invoice, keeps the office accurate and organized, and is the primary link between the Greenville team and corporate support functions.

Key Responsibilities

Customer and Job Administration

• Monitor all commercial and residential leads and jobs in the CRM and move each through every stage, from lead to completed installation, flagging stalled jobs to the General Manager.
• Build and maintain complete job files in the CRM: contracts, deposits, permits, SC811 utility locates, HOA approvals, material orders, and change orders.
• Assist the production team with scheduling and with keeping customers informed of timing and changes.
• Support local marketing efforts, including requesting and tracking Google reviews from customers after completed installations.
• Serve as backup to the Customer Service Representative, covering phones, email, and walk-in inquiries from commercial and residential customers, general contractors, and vendors as needed.

Finance and Accounting Support

• Prepare commercial pay applications, lien waivers, and retainage tracking; process residential deposits and final invoices.
• Manage accounts receivable follow-up and collections; match vendor invoices to purchase orders and code payables for corporate accounting.
• Compile and submit weekly field crew time and attendance to corporate payroll.
• Support month-end close with daily sales reporting, deposit reconciliation, and job cost documentation.

Office, Personnel, and Compliance

• Complete new-hire onboarding, including I-9 and E-Verify, and maintain personnel files.
• Maintain certificates of insurance, commercial prequalification packets, contractor license renewals, fleet and vehicle records, and safety documentation, including the OSHA 300 log.
• Manage office supplies, facilities, and local vendor relationships, and adopt company-wide process standards as they roll out.

Qualifications

• Three or more years of office management or administrative experience in the commercial or residential services or trade industry; contractor or construction experience strongly preferred.
• Working knowledge of invoicing, accounts receivable and payable, and job costing; experience with AIA pay applications, lien waivers, and retainage is a plus.
• Proficiency in QuickBooks or a comparable accounting system, Microsoft Excel and Office, and CRM systems; Zoho CRM experience preferred.
• Strong organization and accuracy while managing multiple priorities in a fast-paced environment.
• Professional, customer-focused written and verbal communication.
• High school diploma required; associate or bachelor's degree in business or accounting preferred. Bilingual English/Spanish is a plus.

Compensation & Benefits

• Competitive base salary, commensurate with experience
• Medical, dental, and vision insurance
• 401(k) retirement plan
• Paid time off and paid holidays