Office Manager & Production Coordinator

Office Manager & Production Coordinator

Position Type: Full-Time, Remote

Working Hours: U.S Business Hours

About the Role

We are looking for an organized and detail-oriented Office Manager & Production Coordinator to support Titan Roof's California operations.

This role combines permit coordination, customer communication, invoicing, production scheduling, job documentation, and day-to-day administrative support. You’ll work closely with project managers and field crews to keep projects organized, compliant, and moving forward from signed contract through project close-out.

What You’ll Own

Permit Pulling

• Manage the full permit process for roofing projects across Titan Roof's California service area.
• Track permit applications and follow up with local municipalities.
• Ensure every job is fully compliant before work begins.

Customer Coordination

• Serve as the primary point of contact for homeowners and commercial clients.
• Answer inbound calls and respond to customer inquiries.
• Keep customers informed throughout the production cycle.
• Escalate issues requiring field decisions to the appropriate project manager.

Invoicing & Billing

• Generate, send, and track invoices using QuickBooks.
• Reconcile payments and maintain accurate records.
• Flag outstanding balances to the appropriate team member in a timely manner.

Production Scheduling Support

• Work alongside project managers and field crews to coordinate job timelines.
• Confirm material deliveries.
• Identify and flag scheduling conflicts before they affect crews on the ground.

Job & Document Management

• Maintain accurate and up-to-date project records in JobNimbus.
• Keep photos, contracts, notes, and permit documentation organized.
• Ensure the team has a reliable single source of truth for every active job.

Administrative Operations

• Handle day-to-day office tasks, including filing and data entry.
• Manage internal communication and administrative needs.
• Support the smooth operation of the California team.

Required Experience & Skills

• At least 2 years of experience in an office manager, production coordinator, or administrative coordinator role.
• Experience within construction, roofing, or a related trade is preferred.
• Hands-on experience with JobNimbus or a comparable construction CRM for job tracking and documentation.
• Proficiency in QuickBooks for invoicing, payment tracking, and basic financial record-keeping.
• Experience pulling building permits or coordinating permit applications.
• Understanding of municipal permitting in California or a comparable jurisdiction.
• Strong written and spoken English.
• Confidence representing Titan Roof professionally on calls with customers, city offices, and contractors.
• Ability to manage multiple open projects simultaneously.
• Strong prioritization and record-keeping skills with minimal supervision.

What Makes You a Strong Fit

• You follow through without needing reminders and take ownership of tasks until they are completed.
• You communicate proactively when something is delayed, behind schedule, or unclear.
• You are highly precise with permit numbers, invoice amounts, job addresses, customer names, and other project details.
• You remain calm and organized when multiple priorities require attention at the same time.
• You know how to triage tasks, take clear notes, and keep work moving.
• You are comfortable coordinating across teams and time zones through phone, email, and JobNimbus.

What Success Looks Like

• Permit applications are tracked, followed up on, and completed before work begins.
• Customers receive timely and professional communication throughout the production cycle.
• Invoices and payments are accurately processed and tracked.
• Project schedules, materials, and potential conflicts are proactively coordinated.
• JobNimbus records remain accurate, complete, and up to date.
• Project managers and field crews have the information they need to execute jobs smoothly.
• Administrative tasks are completed reliably without constant follow-up.

Typical Day

Your morning starts by reviewing JobNimbus for new jobs, updated project statuses, and tasks that came in overnight.

You’ll check outstanding permit applications, send required follow-up documentation to city offices, and update project records accordingly. Mid-morning often brings inbound customer calls, where you’ll answer scheduling questions, provide project updates, and escalate anything requiring a field decision to the project manager.

Before midday, you may process new invoices in QuickBooks and reconcile recent payments.

Afternoons are typically focused on production coordination, confirming crew schedules, flagging material needs, and making sure upcoming jobs have everything in place before work begins.

You’ll work closely with Titan Roof's project managers and field leadership, with most coordination taking place asynchronously through phone, email, and JobNimbus notes.

Interview Process

• Recruiter Screening
• Client Interview
• Final Selection