Role Overview
The Office Manager at Ivory Pines Cleaning is the operational backbone of the business, owning the entire back-of-house experience. This includes client communication, lead conversion, scheduling, and administrative operations, ensuring everything runs smoothly and accurately. You are the central point of coordination between clients, cleaning teams, and leadership. Your work directly influences client trust, team efficiency, and how polished and professional Ivory Pines feels at every touchpoint. This role is best suited for someone who is comfortable leading conversations, naturally sees problems and solves them, and stays organized under pressure. If you prefer waiting for direction, avoid decision-making, or see this role as purely administrative, this will not be a fit.
Core Responsibilities
Client Communication & Experience
- Handle all incoming client calls, emails, and texts
- Resolve client questions, concerns, and service issues quickly and effectively
- Maintain clear, proactive communication to prevent problems before they arise
Scheduling & Operations
- Build, manage, and adjust cleaning schedules daily
- Proactively
identify and solve scheduling conflicts (callouts, reschedules,
special requests)
Coordinate with cleaning teams and managers to ensure smooth daily operations
Ensure booking accuracy and efficient use of team capacity
Billing, Payroll & Financial Admin
- Process invoices, payments, and billing adjustments accurately and on time
- Resolve billing issues quickly and professionally
- Enter payroll, mileage, and timekeeping data with a high degree of accuracy
- Process accounts payable and vendor invoices
- Maintain organized financial and operational records
HR & Administrative Support
- Support hiring and onboarding administration
- Maintain employee records and documentation
- Assist with internal systems, organization, and process improvements
Reporting & Ownership Support
- Assist with reporting, tracking, and special projects
- Maintain organized data and documentation to support decision-making
- Act as a reliable administrative partner to leadership
Qualifications & Skills
- 2+ years in office management, operations, or administrative support (service-based business preferred)
- Strong communication skills and embraces teamwork
- Highly organized with strong attention to detail
- Comfortable handling multiple priorities in a fast-paced environment
- Must have a stable internet connection
- Tech-savvy and able to learn new systems quickly
- Bilingual (English/Spanish) candidates are strongly encouraged to apply
Compensation & Benefits
- Pay range based on experience and performance
- Opportunity for bonuses
- Flexible time-off policy
- Paid company-wide holidays
