Office Operations and Client Services Manager

We are seeking an experienced Office & Customer Experience Manager to take ownership of our day-to-day office operations and service coordination. This role is responsible for keeping work moving, customers informed, and the team executing at a high level. You will oversee scheduling, invoicing, customer communication, and accounts receivable while managing a small (but growing) team. This is a hands-on leadership role . You will be expected to solve problems in real time, maintain structure in a fast-paced environment, and ensure nothing falls through the cracks. If something gets missed, delayed, or impacts the customer or cash flow, this role owns getting it corrected. Key Responsibilities Own the daily flow of work from intake through completion Oversee scheduling and coordination across multiple services and teams Manage and develop the CSR team Ensure all work is properly documented, scoped, and communicated Handle customer issues, escalations, and service-related concerns Oversee invoicing accuracy, timing, and delivery Manage accounts receivable , including payment tracking, follow-up, and collections Ensure consistent follow-up on outstanding balances and resolve billing discrepancies Manage scope adjustments to prevent missed revenue Maintain clear communication between office and field operations Monitor key operational metrics (timelines, quality, billing, collections, efficiency) Identify inefficiencies and implement better processes and systems What Success Looks Like Work is scheduled and completed on time with minimal friction Customers are informed and not chasing updates Invoicing is accurate, consistent, and sent on time Receivables are actively managed and kept under control The team is organized, accountable, and performing The operation runs smoothly, even as workload increases What We're Looking For Experience managing office operations, scheduling, or service-based teams Proven ability to lead, coach, and hold team members accountable Strong organizational and problem-solving skills in fast-paced environments Comfortable handling customer issues, billing questions, and difficult conversations Experience working in CRM, scheduling, or invoicing systems Familiarity with tools like QuickBooks Online or similar platforms Experience with accounts receivable, collections, or billing processes preferred Ability to quickly learn and operate within structured workflows and systems Work Environment & Culture Fast-paced, high-accountability environment where results matter Clear expectations and ownership. Problems are solved, not passed around Direct, professional communication with a focus on efficiency Team-oriented, but performance-driven. Everyone is expected to contribute Constant focus on improving systems, workflows, and execution This role is best suited for someone who prefers structure, ownership, and accountability over ambiguity. Who This Is Not For Someone looking for a low-pressure or purely administrative role Someone who avoids difficult conversations or struggles to hold others accountable Someone who needs constant direction instead of taking ownership Someone uncomfortable managing multiple priorities in a fast-paced environment Someone who prefers maintaining the status quo rather than improving systems Someone who is not comfortable addressing customer issues, billing concerns, or collections directly

Compensation & Benefits Base Salary:

$50,000 - $60,000 (based on experience)

Paid Time Off Performance Bonuses:

Structured around agreed-upon KPIs (to be developed collaboratively) Additional Details This is not a front desk or basic administrative role This role directly impacts operations, customer experience, and cash flow Opportunity to grow with the business as the team expands Closing If you're someone who takes pride in running a tight operation, solving problems quickly, and keeping people and processes aligned, this is an opportunity to take real ownership and make an immediate impact. You will have the autonomy to run your area, make decisions, and improve how things operate. Expectations are high, but they're clear and fair. We don't micromanage our leaders. You'll work closely with the leadership team and ownership as the company continues to grow, playing a key role in building a more efficient, scalable operation.

Pay:

$50,000.00 - $65,000.00 per year

Benefits:

Paid time off Application Question(s): Tell me about a time something in your operation broke down (missed deadline, scheduling issue, customer issue, etc.). What happened, and what did you do? You start your day and have multiple urgent issues: a scheduling conflict, a customer problem, and billing that needs to go out. How do you prioritize and handle it? Give an example of a process you improved or built. What was the problem, and what changed after you fixed it? How do you handle a team member who is consistently underperforming or making repeated mistakes? What do you expect your first 30 days in this role to look like, and how would you approach getting up to speed?

Experience:

Management:

4 years (Preferred) Shift availability: Day Shift (Preferred)

Work Location:

In person