Benefits:
Competitive salary
Opportunity for advancement
Training & development
Role Summary
The Office Manager owns the day-to-day administrative and financial operations of Houston Grey. This role manages Accounts Payable, Accounts Receivable, internal coordination between office staff, installers, and the delivery driver, and provides direct administrative support to the owner. This is a hands-on, high-trust role with real authority. The right person is proactive, detail-driven, calm under pressure, and comfortable enforcing the process while supporting people.
How This Role Supports the Mission
The Office Manager is the operational backbone of Houston Grey. This role ensures money flows correctly, communication is clear, crews are supported, and the owner is protected from day-to-day administrative noise. When this role is done well, jobs run smoother, crews stay productive, vendors get paid on time, customers are informed, and leadership can focus on growth instead of cleanup.
Qualifications
7-10 years of experience in an Office Manager, Operations Manager, or similar role
Strong experience with AP and AR
Comfortable working in construction, trades, or project-based environments
Highly organized with excellent follow-through
Confident communicator who can work with field crews and leadership alike
Able to make decisions independently while knowing when to escalate
Key Responsibilities
Process vendor invoices accurately and on time
Match invoices to purchase orders and deliveries
Coordinate with suppliers on billing questions or discrepancies
Ensure crews and delivery drivers have materials ordered and paid for ahead of job start dates
Maintain organized records for bookkeeping and reconciliation
Send customer invoices promptly based on job milestones
Track outstanding balances and follow up on overdue payments
Communicate professionally with customers regarding billing questions
Maintain a goal of less than 5% of jobs with outstanding balances
Coordinate with the owner on escalated payment issues
Act as a gatekeeper and organizer for the owner’s day-to-day needs
Keep the owner informed on cash flow, outstanding issues, and priorities
Prepare summaries, reports, or documentation as needed
Help keep the owner focused, organized, and out of unnecessary interruptions
Manage incoming calls, emails, and messages
Maintain organized digital and physical records
Keep systems updated (job statuses, invoices, notes)
Support scheduling, documentation, and basic reporting
Identify operational gaps and suggest improvements
Success Looks Like
Customers know what to expect and feel informed
Vendors are paid on time
The owner is no longer buried in admin tasks
Fewer surprises, fewer fires, more predictability
Key Metrics
< 5% of jobs with outstanding receivables
AP paid on time with minimal corrections
Fewer last-minute material or scheduling issues
Clear, documented communication between the office and the field
Reduced owner involvement in day-to-day admin decisions
Tools & Technology
QuickBooks
Comp-U-Floor
Outlook / Email
Phone & Text Communication
Basic spreadsheets and document management tools
Company Mission & Vision
At Houston Grey, we are driven by passion and a determined commitment to everything we do. We build open and honest relationships, operate with precision, and deliver exceptional flooring and tile work to residential and commercial clients across Tennessee. Our internal operations matter just as much as our craftsmanship because excellence on the jobsite starts with excellence in the office.