Office Manager

The Grounds Guys, a Neighborly Company; Mabank (TX); On-site; USD 21,000 - 25,000; Full time

Benefits offered by this job

Direct deposit

W2s at year end

Employee portal

Vacation after one year and paid time

Job summary

The Grounds Guys of Cedar Creek Lake is hiring an Office Manager/Operations Coordinator to oversee daily office operations, coordinate communication between the CSR, sales, production, and owner, and drive timely collections and invoicing in a fast-paced environment.

Responsibilities include coordinating vendor bills, maintaining records, and supporting hiring. This role emphasizes organization, proactive problem solving, and strong communication to keep the team aligned and customers informed.

Qualifications

• Office management, operations coordination experience.
• Direct experience collecting past-due accounts.
• Strong organizational and follow-through skills.
• Professional written and verbal communication.
• Ability to manage competing deadlines and priorities.
• Confident handling of confidential information with accountability.
• Familiarity with email, calendars, documents, spreadsheets.

Responsibilities

• Coordinate office and field communication and scheduling.
• Support CSR, Sales and Production teams.
• Manage customer collections and receivables.
• Coordinate vendor bills and payment approvals.
• Track operational KPIs and performance metrics.
• Assist with hiring and onboarding activities.
• Maintain organized company records and documentation.
• Prepare and distribute weekly operations scorecards.
• Post approved job openings and support onboarding.

Skills

Collections experience

Organizational skills

Communication

Team coordination

Job description

Office Manager / Operations Coordinator

The Grounds Guys of Cedar Creek Lake

Location: Seven Points, Texas

Job Type: Full-time

Schedule: Monday through Friday, 8am-5pm

Compensation: $15 to $18 a hour, depending on experience

Reports to: Owner

About Us

The Grounds Guys of Cedar Creek Lake is a locally owned and operated lawn care and landscaping company committed to professional communication, dependable service, quality workmanship, and exceptional customer experiences.

We are hiring an organized, proactive, and accountable Office Manager to coordinate daily office operations and help keep our Customer Service Representative, Sales Representative, Production Manager, and Owner aligned.

This is not a bookkeeping position, and it does not include QuickBooks maintenance or month-end accounting. We use an outside bookkeeping service to maintain our accounting records.

The Office Manager serves as the operational hub of the company, ensuring customers are informed, team members have accurate information, receivables are collected, bills are properly submitted, and important issues are followed through to completion in a fast-paced environment.

Position Summary

The Office Manager is responsible for:

• Coordinating office and field communication
• Supporting and working closely with the existing CSR
• Coordinating with Sales and Production
• Managing customer collections
• Coordinating vendor bills and payment approvals
• Tracking operational KPIs
• Supporting hiring and onboarding
• Maintaining organized company records
• Reducing the Owner’s involvement in routine daily coordination
• and other responsibilities.

The successful candidate will know:

• What has been sold
• What is scheduled
• What is delayed
• Which customers need attention
• Which invoices remain unpaid
• Which vendor bills require approval
• What action is needed next and who is responsible for it

Primary Responsibilities

Accounts Receivable and Collections

The Office Manager is solely responsible for customer collection activity and follow-through.

Responsibilities include:

• Reviewing outstanding customer balances
• Contacting customers before invoices become seriously past due
• Collecting unpaid invoices professionally and consistently
• Following up on payment promises
• Documenting collection calls, emails, disputes, and commitments
• Resolving routine billing questions with customers
• Coordinating invoice corrections with the appropriate team member
• Escalating disputed or high-risk accounts to Ownership
• Protecting customer relationships while enforcing payment expectations
• Providing collection information to the outsourced bookkeeping service

Primary A/R KPI

A/R Over 30 Days = $0

Every invoice must receive timely follow-up. No customer balance should exceed 30 days without documented collection activity, a clear resolution plan, and the Owner’s awareness.

The Office Manager does not perform bank reconciliations, journal entries, accounting corrections, or QuickBooks bookkeeping.

Vendor Bills and Payment Coordination

The Office Manager coordinates the company’s vendor bills and approved payment process.

Responsibilities include:

• Receiving vendor bills and statements
• Verifying that bills are supported by authorized purchases or services
• Confirming invoice details with the appropriate manager
• Organizing receipts and supporting documentation
• Submitting bills to Ownership for approval
• Sending approved documentation to the outsourced bookkeeping service
• Monitoring due dates and payment status
• Following up on missing approvals
• Communicating professionally with vendors
• Helping prevent duplicate, unauthorized, or late payments
• Maintaining organized vendor records

Operations and Team Coordination

• Work closely with the CSR, Sales Representative, Production Manager, and Owner
• Keep office and field operations aligned
• Monitor sold work awaiting scheduling
• Help ensure schedules reflect production capacity and customer expectations
• Identify schedule conflicts, missing information, and operational risks
• Confirm Production receives complete scopes, notes, photos, and customer expectations
• Confirm the CSR receives accurate job-status and scheduling information
• Track important issues through resolution
• Prevent customers and team members from being surprised
• Facilitate regular office and operations meetings
• Maintain a list of priorities, owners, and required next actions
• Reduce the Owner’s involvement in routine coordination

CSR Support and Customer Experience

The Office Manager will work closely with the company’s existing CSR.

Responsibilities include:

• Supporting the CSR’s organization and daily priorities
• Helping maintain consistent customer communication standards
• Monitoring unresolved customer concerns
• Ensuring schedule changes and delays are communicated promptly
• Assisting with customer issue resolution
• Ensuring customer commitments are documented and completed
• Supporting estimate and customer follow‑up processes
• Helping generate positive customer reviews
• Protecting the company’s reputation and customer relationships

The Office Manager should support and coordinate the CSR, not unnecessarily duplicate the CSR’s daily responsibilities.

Sales Coordination

• Monitor leads and estimate activity
• Track recently sold work
• Help ensure sold jobs move into scheduling
• Review sales-to-production handoffs for completeness
• Identify missing scopes, notes, photos, measurements, or expectations
• Coordinate clarification before work reaches the field
• Track work sold but not yet scheduled
• Support timely customer updates after a sale

Production Coordination

• Work closely with the Production Manager
• Review upcoming schedules and production priorities
• Monitor delays, weather impacts, and capacity concerns
• Ensure Production has complete job information
• Communicate customer updates and changes
• Track callbacks, warranty concerns, and unresolved issues
• Help confirm completed work is ready for invoicing
• Support orderly communication between crews and the office

Reporting and Accountability

• Prepare the weekly operations scorecard
• Track leads, estimates, sold work, and scheduled revenue
• Track jobs scheduled, completed, delayed, or awaiting scheduling
• Track open customer concerns and required follow‑ups
• Report outstanding A/R and collection activity
• Report vendor bills awaiting approval
• Identify operational bottlenecks
• Present facts, risks, and recommended solutions to Ownership
• Keep meeting notes, assignments, and deadlines organized
• Follow up with responsible team members until issues are resolved

Hiring and Employee Administration

• Post approved job openings
• Screen applications based on established qualifications
• Coordinate interviews
• Assist with reference checks
• Prepare onboarding materials
• Coordinate new‑hire paperwork and system access
• Track onboarding and training completion
• Maintain organized employee records
• Document attendance or performance matters when directed
• Assist with employee offboarding

Final authority for hiring, compensation, discipline, and termination remains with Ownership unless specifically delegated in writing.

What Success Looks Like

A successful Office Manager:

• Maintains $0 in A/R over 30 days
• Documents collection activity completely
• Ensures vendor bills are routed and approved on time
• Keeps the CSR, Sales Representative, Production Manager, and Owner aligned
• Identifies problems before they become emergencies
• Communicates schedule changes and concerns early
• Maintains organized and accurate records
• Follows responsibilities through to completion
• Helps customers feel informed and valued
• Provides consistent, accurate operational reports
• Process Payroll, review timesheets for accuracy
• Brings solutions instead of simply reporting problems
• Allows the Owner to focus on leadership, sales, financial strategy, and growth

Required Qualifications

• Previous office management, operations coordination, senior administrative, or comparable experience
• Direct experience collecting past‑due customer accounts
• Strong organizational and follow‑through skills
• Professional written and verbal communication
• Ability to manage competing deadlines and changing priorities
• Confidence holding customers and team members accountable respectfully
• Ability to handle confidential customer, employee, and financial information
• Proficiency with email, calendars, documents, spreadsheets, and general business software
• Ability to learn landscape‑industry workflows and terminology
• Reliable attendance and professional conduct

Preferred Qualifications

• Experience in landscaping, lawn care, construction, home services, or another field‑service business
• Experience with LMN or comparable field‑service software
• Experience coordinating office and production teams
• Experience preparing KPI reports or operational scorecards
• Experience supporting recruiting and employee onboarding
• Familiarity with customer invoicing and collection procedures
• Familiarity with vendor bills and approval workflows

QuickBooks bookkeeping experience is not required.

The Person Who Will Thrive Here

You may be a strong fit if you:

• Naturally create order and structure
• Notice missing information before it causes a problem
• Are comfortable making collection calls
• Can be firm without being disrespectful
• Communicate early when circumstances change
• Finish what you start
• Take responsibility instead of assigning blame
• Can work with different personalities and departments
• Understand that details affect customer trust and cash flow
• Help others perform their jobs more effectively
• Bring facts and recommended solutions when escalating an issue
• Manage a fast‑paced environment

Our Expectations

Our Office Manager is expected to:

• Put people first
• Do what they say they will do
• Own the outcome
• Communicate clearly
• Improve every day
• Win as part of the team
• Uphold our Code of Care
• Uphold our Code of Values
• Protect confidential company information
• Demonstrate accountability and professional judgment

Compensation

Starting compensation: $15 to $18 a hour, depending on directly related experience.

A candidate’s starting compensation will be based on:

• Office‑management experience
• Field‑service or landscape‑industry experience
• Direct collections experience
• Operations‑coordination experience
• Leadership and communication ability
• Experience supporting hiring and onboarding
• Demonstrated ability to organize people, information, and deadlines

A performance incentive may be offered based on measurable results such as:

• A/R over 30 days
• Collection follow‑through
• Reporting accuracy
• Customer issue resolution
• Operational organization
• Departmental coordination

Benefits & Pay

The pay range for this position is $15 to $18 and is dependent on your experience.

Benefits include direct deposit, W2's at the end of each year, personal portal. After one year, benefits include vacation time, paid holidays and 401K with up to 4% employer match.

We know we presented a lot to you here and that’s because we’re looking to hire only the best.