Description

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,

📌 Office Manager (México)
🏢 Pavago
📍 México