Company Overview :
A-1 Little John Site Services is a trusted leader in industrial site services, delivering comprehensive solutions for temporary and long-term needs in the DFW area. Our industrial division specializes in providing essential services such as tank and industrial cleaning, industrial remediation, waste transportation, box rental, industrial-grade portable potty solutions, high-capacity pump and haul operations, vacuum truck services, and temporary site fencing. We cater to large-scale industrial projects across industries including construction, oil and gas, manufacturing, and disaster response. With over 26 years of industry experience, our commitment to safety, environmental compliance, and cutting-edge fleet technology sets us apart.
Our focus is on providing reliable, efficient, and customer-centric services that ensure seamless project execution for our industrial clients. Our philosophy is to attract great talent who will rise with us, as we continue to experience exceptional growth!
Company Core Values of A-1 Little John :
- Every team member rides for the brand .
- Every team member demonstrates the grit to complete the job every time .
- Every team member contributes as a team player.
- Every team member is an independent problem solver.
- Every team member respects team members and customers 100% of the time.
- Every team member is conscientious about the details.
- Every team member demonstrates excellent communication skills. Delivery depends on it.
- Every team member is eager to be coached to the next level.
Position Overview :
We are seeking an experienced and highly organized Industrial Site Services Office Manager to oversee administrative functions and financial operations within our industrial division. The ideal candidate will have extensive experience in QuickBooks Online (QBO) and industrial site services billing. This role is crucial in ensuring smooth daily operations and providing support to both the management team and operational staff. Our Business Office Manager will report to the General Manager of our DFW West location, Justin Gulledge.
Qualifications :
Bachelor’s degree in Business Administration, Accounting, or a related field preferred.Minimum of 5 years of office management experience, preferably within an industrial or construction services environment.Extensive experience with QuickBooks Online (QBO) and a solid understanding of financial processes related to industrial site services and building client folders and reporting.Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), Google, CRO and CRM platforms (Salesforce preferred).Familiarity with ERP systems is a plus.Strong organizational and problem-solving skills with attention to detail.Excellent verbal, written, and client-interfacing communication skills.Ability to manage multiple priorities and meet tight deadlines.Experience in compliance management and regulatory reporting.Anticipatory analytical mindset with a focus on problem-solving and process optimization.Willingness to work extended hours depending on month-end or quarter-end workload.High attention to detail and ability to manage multiple tasks simultaneously.Key Responsibilities :
Customer Account Management :
Serve as the primary point of contact for key customer accounts, ensuring seamless service delivery and resolution of inquiries.Manage the full order lifecycle, including order placement, invoicing, returns, voids, and pricing verification.Maintain strong relationships with customers, understanding their evolving needs and identifying opportunities for upselling or bundling services.Communicate with customers via phone, email, and in-person to provide real-time updates on service availability, job status, and logistics.Ensure that all customer contracts and purchase orders are accurately invoiced and fulfilled according to agreed terms.Office Management :Oversee day-to-day administrative operations of the industrial site services division, ensuring efficiency and organization across multiple functions.Supervise office facilities, including maintenance, equipment management, and office layout to support operational effectiveness.Manage front desk operations and provide backup support as needed.Coordinate meetings, conferences, and team events, handling logistics such as catering, room setup, and technology requirements.Maintain company calendars, scheduling meetings, and ensuring key deadlines are met.Manage inventory and procurement of office supplies and operational materials.Financial Management & Billing :
Oversee industrial site services billing, ensuring accurate and timely processing of invoices and customer payments.Utilize QuickBooks Online (QBO) for financial record-keeping, reporting, and reconciliation of accounts.Ensure compliance with company billing policies and industry regulations.Collaborate with project managers to track job costs, create financial reports, and support budgeting efforts.Work closely with the finance team to manage expense reporting and reimbursement processes.Handle collections and resolve billing discrepancies promptly.Operational Support :
Serve as a liaison between office staff and field operations to ensure seamless communication and workflow.Support HR-related tasks, including onboarding new hires, managing employee documentation, and coordinating training sessions.Assist in the development and implementation of standard operating procedures to improve efficiency and accuracy.Track and report key performance indicators (KPIs) related to industrial site service operations.Maintain and update internal databases and filing systems.Compliance and Risk Management :
Ensure adherence to all regulatory and compliance standards relevant to industrial site services.Maintain accurate and organized records to support audits and inspections.Implement best practices to mitigate risks associated with administrative and financial operations.Track and monitor customer interactions, inquiries, and potential leads within the company's CRM system.Contribute to business development efforts by providing insights on customer needs and market demands.Communicate and coordinate with the operations team to optimize scheduling, service delivery, and logistics efficiency as it creates excellent customer service to the client.As needed, monitor and manage back-order processes, ensuring timely fulfillment and customer communication.Collaborate with internal departments to address service challenges and implement process improvements.Competitive Pay & Benefits :
Competitive salary.Health and Retirement Benefits.Paid time off and holidays.Professional development and advancement opportunitiesHow to Apply :
If you are a driven professional looking for an opportunity to be mentored to rise with our company and have a passion for customer success and operational excellence, we encourage you to apply.
Submit your resume and cover letter to Justin@a1ittlejohn.com or apply online via our LinkedIn Job Posting.
