Hayes Insulation is hiring an Office Manager to own the accounting, payroll, and administration of our Nashville operation — with real authority to decide how that work gets done.
You will run weekly payroll, AP, AR, job costing, and month-end entries, and you will be the person leadership depends on for accurate numbers. It is a substantial role, and we pay it accordingly. If you have experience running the back office of a construction or trade business, this is a seat worth looking at.
About Hayes Insulation
Hayes Insulation is an insulation trade partner serving homeowners, builders, industry professionals, and residential and commercial construction partners. We are growing while staying committed to the values that built the company: integrity, flexibility, helpfulness, humility, and stewardship.
The Office Manager is the operational backbone of the Nashville office. Customers get taken care of, employees get paid correctly, financial information is processed accurately, and recurring processes actually get finished — because you own them.
Reports to: Values-Driven Owner and Location Leader
What Hayes Offers
- $28–$32 per hour, based on relevant experience
- Health insurance
- Retirement plan with match
- PTO
- Paid Holidays
- Consistent In-Office Monday–Friday schedule with some flexibility on hours and working location. We are In-Office as a team.
- Direct access to leadership — no layers between you and decisions
- Genuine ownership of how the Nashville office runs, including the authority to improve it
- A stable, growing company
The Scope of the Role
This position covers six areas: front office and customer communication, office operations, accounts payable, accounts receivable and billing, payroll and HR administration, and job costing and financial entries.
That is a wide range, and the responsibilities below reflect it accurately. The people who do well in this seat tend to prefer seeing the whole picture over managing one aspect of it.
What Success Looks Like
You will know you are succeeding when:
- Customers, builders, subcontractors, and team members receive prompt, professional communication.
- Weekly payroll is accurate and on time, every time.
- AP and AR run consistently without anyone chasing you.
- Job-cost information is entered correctly and on schedule.
- Leadership can trust the numbers coming out of the Nashville office without checking them.
- Recurring office processes are documented and standardized, so the office does not depend on memory.
Primary ResponsibilitiesCustomer Experience and Front Office
- Answer incoming calls and route customers to the correct person or department.
- Schedule appointments and manage phone options for retrofit, scheduling, and general inquiries.
- Manage customer and internal email correspondence, including the Nashville accounts receivable inbox.
- Provide prompt, professional communication to customers, builders, and trade partners.
- Enter new leads and maintain accurate customer information in company systems.
- Follow established contract, work order, and form-processing procedures.
- Request required work order reviews and maintain supporting documentation.
- Receive, organize, and distribute incoming mail.
- Track open customer and administrative issues through resolution.
- Escalate urgent scheduling, payment, or customer concerns to the appropriate leader.
Office Operations
- Keep the Nashville office organized, professional, and running smoothly.
- Maintain accurate digital and physical records.
- Coordinate office supplies, equipment, vendors, and recurring administrative needs.
- Support communication between leadership, office employees, sales, production, and field teams.
- Prepare recurring reports, meeting information, and follow-up items for leadership.
- Coordinate vehicle tag renewals, DMV documentation, gas cards, and mileage tracking.
- Monitor recurring administrative deadlines and follow through until they are complete.
- Maintain consistency across recurring Nashville office processes.
Accounts Payable
- Enter and process vendor invoices in company accounting systems.
- Prepare payments according to established approval and payment procedures.
- Process subcontractor payments accurately and on schedule.
- Collect and maintain subcontractor certificates of insurance, W-9s, and other required documentation.
- Ensure invoices and bills are routed to the correct inbox and reviewed appropriately.
- Maintain clear supporting documentation and financial records.
- Identify discrepancies, missing approvals, or incomplete information before payments are processed.
Accounts Receivable and Customer Billing
- Prepare and send customer invoices.
- Run and review accounts receivable reports.
- Follow established collection and customer follow-up procedures.
- Communicate professionally with customers regarding outstanding balances.
- Process customer deposits, prepayments, checks, and electronic payments.
- Apply payments to the correct customer accounts and invoices.
- Match payments received through external applications to the company accounting system.
- Process warranty-related contract items.
- Prepare AIA G702 documentation, Schedule of Values forms, and other construction billing documents as needed.
- Escalate aging or disputed accounts to leadership according to the established process.
Payroll and HR Support
- Process weekly payroll accurately and on time.
- Review payroll information for completeness before submission.
- Enter and process sales commissions.
- Maintain confidentiality of payroll and employee information.
- Support new employee onboarding paperwork and administrative preparation.
- Support employee termination and offboarding documentation.
- Coordinate quarterly drug-testing reminders and scheduling.
- Maintain organized employee records and communicate missing documentation.
- Support other established HR administration processes as assigned.
Job Costing and Financial Entries
- Reconcile bank and credit card feeds by accurately matching and categorizing transactions.
- Complete job-costing entries according to established processes.
- Review information for missing, inconsistent, or incorrectly coded transactions.
- Post month-end inventory journal entries in QuickBooks Online.
- Maintain accurate supporting documentation for financial entries.
- Communicate outstanding or unclear items to leadership before month-end close.
- Ensure leadership has reliable financial information for business decisions.
Process Improvement and Technology
Hayes believes technology should make good employees more effective — not replace sound judgment or personal responsibility.
- Create and maintain standard operating procedures for recurring Nashville office processes.
- Recommend practical improvements that save time or reduce errors.
- Learn new software and productivity tools quickly, including approved AI tools for drafting routine communications, checklists, and procedures.
- Verify all AI-generated work for accuracy before it is used or shared, and protect customer, employee, payroll, and financial information at all times.
The Kind of Person Who Thrives Here
You will likely enjoy this role if you:
- Take pride in being dependable and do what you say you will do.
- Enjoy bringing order to busy environments and notice details others overlook.
- Naturally create checklists, systems, and organized processes.
- Take ownership without needing constant supervision.
- Follow established procedures while recognizing opportunities to improve them.
- Are comfortable managing several priorities at once.
- Communicate directly, professionally, and respectfully.
- Treat company money, information, and relationships with care.
Required Qualifications
- At least two years in office administration, bookkeeping, accounting support, or a comparable role.
- Hands-on experience with accounts payable and accounts receivable.
- Working knowledge of QuickBooks Online or a comparable accounting system.
- Experience processing or reviewing payroll.
- Strong written and verbal communication skills.
- Demonstrated ability to manage confidential employee and financial information.
- Strong organizational skills and attention to detail.
- Ability to manage competing deadlines and follow tasks through to completion.
- Proficiency with Microsoft Office, Google Workspace, or similar business tools.
- Willingness to learn new software and company processes.
Preferred Qualifications
- Experience in construction, home services, subcontracting, manufacturing, or a trade-related business.
- Experience with job costing.
- Experience preparing AIA G702 documentation, Schedule of Values forms, or construction payment applications.
- Experience supporting weekly payroll and employee onboarding.
- Experience with construction billing or collections.
- Experience creating standard operating procedures or improving administrative processes.
- Experience using AI or automation tools to improve productivity.
Our Core Values
Integrity — Doing the right thing, even when no one is watching. Flexibility — Adapting as the business and its needs continue to grow. Helpfulness — A genuine desire to support customers and teammates. Humility — Leading, learning, and working without ego. Stewardship — Treating company resources, information, and relationships with care.
Our Mission: We will be a sustainable company that improves the lives of our employees and empowers the success of our customers.
How to Apply
Apply through Indeed with your resume. There is no cover letter requirement — we would rather see your actual experience.
What happens next: We review every application within 2 business days. Qualified candidates receive a brief phone conversation, followed by an intentional process that includes in-person interviews at our Nashville office with the leadership team you would work with directly.
Hayes Insulation is an equal opportunity employer. Employment decisions are made based on qualifications, merit, and business needs.
Pay: $28.00 - $32.00 per hour
Expected hours: 34.0 – 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Hands-on accounts payable and accounts receivable : 2 years (Required)
- Processing Payroll: 1 year (Required)
- Construction or Similar industry Office Manager: 2 years (Preferred)
- AIA G702 forms, Schedule of Values/construction payment apps: 1 year (Preferred)
- AI/LLM (Gemini, ChatGPT, Claude: 1 year (Preferred)
Ability to Commute:
- Nashville, TN 37207 (Required)
Work Location: In person
