Office Manager

Job Title: Office Manager

Location: Clarity Construction [San Jose Ca]

Job Type: Full-Time

We are seeking a highly organized and detail-oriented Office Manager to oversee daily office operations, manage customer relations, and ensure the smooth functioning of administrative processes. The ideal candidate will have experience with CRM systems, QuickBooks, and customer service, as well as strong skills in lead organization and workflow management

Key Responsibilities

Office Administration & Organization

Oversee and manage all administrative tasks to ensure a well-organized and efficient office environment.

Maintain office supplies, equipment, and vendor relationships.

Develop and implement office policies and procedures.

CRM & Lead Management

Manage and maintain the compans CRM system, ensuring all customer and lead data is accurately entered and updated.

Track and organize incoming leads, assign follow-ups, and monitor conversion rates.

Streamline lead generation and follow-up processes to maximize efficiency.

Customer Service & Communication

Serve as the first point of contact for customers, handling inquiries via phone, email, and in-person visits.

Ensure a high level of customer satisfaction by addressing concerns, scheduling appointments, and providing updates.

Maintain professional and clear communication with clients, vendors, and internal teams.

Financial & QuickBooks Management

Utilize QuickBooks to handle invoicing, expense tracking, and financial reporting.

Reconcile accounts, manage payments, and coordinate with accounting professionals as needed.

Assist in budgeting, forecasting, and financial documentation

Project & Workflow Coordination

Support project managers and teams by coordinating schedules, deadlines, and documentation.

Ensure seamless communication between departments for project updates and workflow improvements.

Maintain accurate records of project progress, client communications, and office activities

Qualifications & Skills

Proven experience as an Office Manager, Administrative Manager, or similar role.

Proficiency in CRM systems (e.g., HubSpot, Salesforce, or similar).

Experience with QuickBooks (or similar accounting software).

Strong customer service and communication skills.

Ability to prioritize and manage multiple tasks in a fast-paced environment.

Excellent organizational skills and attention to detail.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general tech-savviness.

Experience in construction, real estate, or a service-based industry is a plus.