OVERVIEW
Run the office like it is part of the operation - because it is. We need an experienced Office Manager with real depth in human resources administration, performance management, policy and procedure development, broad business administration, project support, and hands-on accounts-payable and accounts-receivable work in QuickBooks Online.
WHY THIS ROLE
This is a broad, hands-on office leadership role in a restoration business. You will own the traditional responsibilities of a strong office manager - phones, calendars, records, correspondence, supplies, vendors, document control, scheduling, office organization, and administrative support - while also supporting the employee lifecycle, coordinating performance-management processes, developing and maintaining policies and SOPs, keeping project files moving, supervising office workflow, and maintaining accurate AP/AR in QuickBooks Online (QBO). The right person can move from an employee issue to an aging report to a policy question to a project-status problem without losing the details.
YOU WILL OWN
- Run day-to-day office and business administration, including phones, shared inboxes, mail, calendars, meetings, records, correspondence, supplies, purchasing, vendor coordination, certificates and insurance documents, renewal/compliance calendars, document control, filing, reporting, and an organized professional office environment.
- Own accounts payable in QuickBooks Online: maintain vendor records, collect required documentation, enter and code bills, match supporting records, track approvals, schedule authorized payments, manage credits, review statements, and keep the AP aging accurate and current.
- Own accounts receivable in QuickBooks Online: maintain customer records, create and support invoices, record deposits and payments, apply receipts correctly, issue statements, monitor AR aging, follow up on past-due balances, and resolve payment or account discrepancies promptly.
- Support bookkeeping accuracy and closeout discipline by maintaining clean QBO records, supporting bank and credit-card reconciliations, organizing receipts and expense documentation, reviewing transaction coding, and preparing reliable reports and backup for ownership and outside accounting professionals.
- Provide project-management support across active jobs: set up and maintain project files, track schedules, milestones, open items, approvals, forms, signatures, documentation, billing backup, and next actions; coordinate customers, project managers, field teams, vendors, and referral partners as assigned.
- Provide operational and people supervision for office and administrative workflow: set daily priorities and performance expectations, monitor deadlines, attendance, and handoffs, coach and document follow-up, reinforce company systems and policies, identify bottlenecks, follow up on incomplete work, and escalate employee, customer, staffing, documentation, billing, or operational issues before they become larger problems.
- Own day-to-day human resources and policy administration: coordinate recruiting support, onboarding and offboarding; maintain confidential employee records and routine HR documentation; support timekeeping, payroll, benefits, leave, and training administration; maintain job descriptions and performance-management records; and draft, update, organize, communicate, and control company policies, SOPs, forms, acknowledgments, and administrative procedures for leadership approval and consistent use.
YOU WILL PROBABLY THRIVE HERE IF...
- You can run a busy office without waiting for someone to build your to-do list every hour.
- You are equally comfortable handling a routine employee-relations or performance issue, drafting or improving a policy/SOP, following up with a vendor, cleaning up a QBO issue, and getting a project file back on track.
- You notice missing information, aging receivables, overdue bills, incomplete documentation, unanswered messages, and broken handoffs before they become emergencies.
- You like systems, clean records, clear written standards, consistent policy application, direct communication, and the satisfaction of making the entire operation run better.
MUST-HAVES
- Considerable hands-on QuickBooks Online (QBO) experience in an operating business environment. This must include practical experience with customers and vendors, invoices and bills, payments and deposits, AP/AR aging, transaction coding, bank or credit-card activity, reconciliations, reporting, collections follow-up, and correcting routine bookkeeping discrepancies.
- Demonstrated office-management or senior administrative experience plus broad administrative and business knowledge across office operations, records, calendars, scheduling, vendors, purchasing, insurance/certificates, document control, reporting, confidential information, management support, and the day-to-day systems that keep a small operating business organized.
- Demonstrated hands-on human resources administration experience covering the employee lifecycle, including recruiting or hiring support, onboarding, employee records, timekeeping/payroll coordination, benefits and leave administration support, training records, offboarding, confidentiality, and routine employee-relations documentation.
- Demonstrated performance-management experience, including setting and documenting expectations, supporting review or goal cycles, coaching and feedback documentation, attendance and accountability follow-up, corrective-action or performance-improvement documentation, and maintaining complete confidential records.
- Demonstrated policy development and administration experience: drafting, revising, organizing, communicating, and maintaining workplace policies, administrative procedures, SOPs, forms, acknowledgments, job descriptions, and related controls with disciplined version management and follow-through.
- Ability to coordinate projects and operational workflows across multiple people, priorities, deadlines, and handoffs; strong working ability with email, calendars, spreadsheets, electronic documents, cloud file systems, mobile devices, HR/timekeeping systems, project or job-management software, and routine business reporting; and professional judgment about when an employee, financial, policy, or operational issue requires leadership or professional escalation.
NICE-TO-HAVES
- Experience in property restoration, contents restoration, mitigation, reconstruction, construction, insurance claims, moving/logistics, or another field-service business.
- Experience supporting restoration job files, carrier/contractor documentation, customer billing, project closeout, work authorizations, certificates, estimates, or insurance-related documentation.
- Experience with HRIS, payroll-support, benefits administration, timekeeping, performance-review, training, CRM, project-management, estimating, inventory, or field-service software in addition to QBO.
- Experience supporting a growing small business where human resources, performance management, policy development, office administration, bookkeeping, project coordination, and operations overlap.
DO NOT APPLY IF...
- Your QuickBooks Online experience is limited to occasionally viewing reports or sending invoices. This role requires substantial hands-on QBO use and the ability to work confidently inside the accounting workflow.
- You want a bookkeeping-only or basic administrative role and do not want meaningful responsibility for human resources administration, employee performance follow-through, policy/SOP development, people, projects, customers, vendors, and operational accountability.
- You let unanswered messages, missing documents, aging balances, unapproved bills, incomplete project tasks, or unresolved discrepancies sit until someone else discovers them.
- You avoid employee-performance or accountability conversations, apply policies inconsistently, leave HR or performance documentation incomplete, hide mistakes, avoid collections or follow-up conversations, or wait for perfect information before communicating that something is off track.
SCHEDULE / TRAVEL / CONDITIONS
Full-time and primarily office based, normally Monday through Friday. Start and end times may vary with workload, project activity, deadlines, and restoration operations. Occasional early-morning, evening, weekend, emergency-response, or after-hours administrative support may be required when business conditions demand it.
The role is based at the Chesapeake office/warehouse and involves frequent computer, phone, document, and accounting work along with regular interaction with employees, customers, vendors, project managers, field crews, and leadership. Occasional errands, warehouse activity, customer-property visits, or active restoration-site visits may occur; PPE and site rules apply when required.
OUR STANDARD
Dependable. Serve. Trustworthy. United. Systems Set Us Free. Stay Hungry. Profit Protects the Mission. Bring the Energy. Truth Travels Fast. Kill the Snake. We do not need people who can recite the words; we need people whose work already looks like them.
Blue Kangaroo PACKOUTZ of Chesapeake is an independently owned and operated franchise, locally owned, family owned, minority owned, and veteran owned, and led by a career military logistics professional. We help people and businesses protect and recover contents after water, fire, smoke, mold, and other property losses.
EQUAL OPPORTUNITY
Divine Restoration LLC d/b/a Blue Kangaroo PACKOUTZ of Chesapeake is an equal opportunity employer. Employment decisions are based on job-related qualifications and business needs without unlawful discrimination. Reasonable accommodation is provided as required by law.
Pay: $46,000.00 - $54,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- Excluding any arrest, charge, or conviction that has been sealed or expunged, or that you are otherwise legally entitled not to disclose, have you ever been convicted of a felony or misdemeanor in any jurisdiction? Note: criminal history is evaluated based on the nature/seriousness of the offense, time elapsed, and nature of the job rather than using a blanket conviction exclusion.
- Thinking about your most recent 12 months of scheduled work, approximately how many times did you arrive after your scheduled start time?
- Describe the hardest full day of work you have completed in the last two years. Give the start time, finish time, type of work, conditions, crew size, and specifically what YOU personally did, not the team you were working with.
- Would each of your past 3 supervisors who directly observed your work verify your punctuality (showing up on time), attendance, work pace, quality, safety, professionalism and whether they would rehire you? Note: reference checks are one of the methods we use to verify work history and job performance.
- Describe the most consequential mistake YOU personally made at work during the past five years. What happened, what was your responsibility for it, what did you do after realizing the mistake, and what did you change afterward?
- Tell me about the toughest challenge you have had to solve at work in the past year. What was the circumstance, what was your role in it, how did you assess the situation, and how did you respond? With the benefit of hindsight, what would you do differently if faced with the same challenge today? Maximum 6 sentences.
- Tell me about a specific time when your assigned work was finished but the overall job or your coworkers’ work was not. What did you do next? Be specific about the circumstances and what YOU did.
- If your work history contains any period of 30 consecutive days or more that is not accounted for elsewhere on your application, please briefly identify what you were doing during that period. Do not include medical conditions.
- During your most recent 12 months of scheduled work, how many full or partial workdays did you miss for reasons in your control? Exclude pre-approved vacation/PTO, employer-approved leave, and days your employer canceled your scheduled work.
- Is there any other detail you would like to provide regarding your responses above? Do not include medical information.
License/Certification:
- drivers license (Preferred)
Work Location: In person
