[Hiring] Office Manager & Production Coordinator @Pavago

Role Description

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.

Qualifications

• 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, and escalate anything requiring a field decision to the project manager.
• Before midday, you may process new invoices in QuickBooks and reconcile recent payments.
• Afternoons are typically focused on production coordination, confirming crew schedules, flagging material needs, and making sure upcoming jobs have everything in place before work begins.
• You’ll work closely with Titan Roof's project managers and field leadership, with most coordination taking place asynchronously through phone, email, and JobNimbus notes.

Interview Process

• Recruiter Screening
• Client Interview
• Final Selection