Office Operations Manager

Office Operations Manager

Rainmaker Irrigation Systems LLC

About the Position

Rainmaker Irrigation Systems LLC is seeking a highly organized, motivated, and dependable Office Operations Manager to oversee and manage the daily administrative operations of our growing irrigation and property services company.

We are looking for someone who can take ownership of our office operations and serve as the primary point of contact between our customers, field technicians, and management.

This is not simply a receptionist or administrative assistant position. We are seeking an individual who is comfortable making decisions, solving problems, managing multiple responsibilities, and ensuring the business operates efficiently without constant supervision.

The ideal candidate will be proactive, detail-oriented, an excellent communicator, and capable of creating structure in a fast-paced service business.

Key Responsibilities

1. Customer Service & Communication

● Answer incoming phone calls, emails, and customer inquiries professionally and promptly.

● Serve as the primary point of contact for customers.

● Schedule service appointments, repairs, installations, seasonal start-ups, and winterizations.

● Follow up with customers regarding appointments, estimates, outstanding invoices, and service requests.

● Handle customer concerns and resolve routine issues independently.

● Maintain accurate customer information and service histories.

2. Scheduling & Dispatching

● Manage and maintain the company’s daily and weekly service schedules.

● Coordinate technician schedules, service calls, and installation appointments.

● Optimize daily routes to minimize travel time and improve productivity.

● Communicate daily assignments and schedule changes to field employees.

● Monitor job progress and adjust schedules as necessary.

● Coordinate scheduling around weather conditions, emergencies, and customer availability.

● Ensure technicians have the necessary job information before arriving on-site.

3. Billing, Invoicing & Accounts Receivable

● Prepare and send customer invoices accurately and promptly.

● Manage billing through QuickBooks.

● Monitor outstanding accounts receivable and follow up on overdue payments.

● Record customer payments and maintain accurate billing records.

● Review completed work orders to ensure all labor and materials are properly billed.

● Assist with basic financial reporting and administrative recordkeeping.

● Coordinate with the company’s accountant or bookkeeper as needed.

4. Office & Administrative Management

● Oversee all daily office operations.

● Maintain organized digital records, customer files, contracts, and documentation.

● Manage company emails, voicemails, and administrative correspondence.

● Track open work orders and ensure completed jobs are properly closed out.

● Maintain and improve office procedures and workflows.

● Coordinate paperwork, employee time records, and payroll information.

● Assist with ordering office supplies and coordinating necessary materials.

● Ensure administrative tasks are completed accurately and on time.

5. Field Team Coordination

● Act as the communication link between ownership, field technicians, and customers.

● Ensure employees receive clear daily work assignments.

● Track employee hours, job completion reports, and service documentation.

● Follow up with technicians regarding incomplete work orders or missing information.

● Help maintain accountability and consistency throughout daily operations.

6. Business Operations & Growth

● Identify opportunities to improve efficiency, scheduling, customer service, and billing processes.

● Help develop and implement standard operating procedures.

● Monitor upcoming seasonal workloads and proactively contact customers.

● Assist with customer retention and seasonal service renewals.

● Provide ownership with regular updates on scheduling, outstanding invoices, customer issues, and operational priorities.

● Take initiative to solve problems and keep the office running efficiently.

Qualifications

Required:

● Experience in office management, operations, or service dispatching.

● Strong organizational and time-management skills.

● Excellent written and verbal communication.

● Ability to multitask and prioritize in a fast-paced environment.

● Comfortable handling customer calls, complaints, and scheduling changes.

● Proficiency with computers, email, and office software.

● Strong attention to detail and follow-through.

● Ability to work independently and make sound decisions.

● Professional, dependable, and accountable.

Preferred:

● Experience with QuickBooks or similar accounting software.

● Previous experience in irrigation, landscaping, HVAC, plumbing, construction, or another field service business.

● Experience coordinating multiple technicians and managing service schedules.

● Familiarity with invoicing, accounts receivable, and customer management software.

What We’re Looking For

We are looking for someone who takes ownership of their responsibilities and treats the business with the same care and attention as management.

The right candidate will not need to be constantly reminded of tasks or told what to do next. They will recognize what needs attention, establish priorities, communicate effectively, and follow through.

We value someone who can bring organization, consistency, and accountability to our office while helping the company continue to grow.

Our Goal

Our goal is to hire a long-term team member who can independently manage the administrative side of the company, allowing ownership to focus on field operations, business development, and customer relationships.

This position offers an opportunity to become a key member of our management team and play an important role in the future growth of Rainmaker Irrigation Systems LLC.

Pay: $24.00 - $38.00 per hour

Work Location: In person