Office Manager
My Window and Door Guy
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Benefits offered by this job
Job summary
Qualifications
- Understand how construction projects flow from sale to completion.
- Ability to draft professional emails and negotiate effectively.
Responsibilities
- Manage permits and submission to the expediting company.
- Coordinate product orders and ensure smooth scheduling with installation crews.
- Communicate professionally with customers and suppliers.
- Maintain organized documentation using CRM systems.
Skills
Tools
Job description
Tampa Bay’s Trusted Window & Door Installation Experts
Tampa Bay’s Trusted Window & Door Installation Experts
Full-Time | Hybrid (Tampa Bay Area) | $50,000–$60,000/year
Are you an organized, detail-oriented professional looking for a role where you can make a real impact? My Window and Door Guy is a growing window and door installation company serving the Tampa Bay area, and we’re looking for an Office Manager to help us run a tighter, more efficient operation.
This is a hands‑on role at the center of our business. You’ll manage permits, coordinate product orders and deliveries, support our installation teams, communicate with customers and suppliers, and keep our systems organized. This role requires someone with a sense of urgency who takes ownership of their work and drives tasks to completion without waiting to be told what to do. If you thrive in a fast‑paced environment where no two days are the same, this could be the perfect fit.
This is a hybrid position —approximately half your time will be spent at our shop/warehouse in the Tampa Bay area, with the remainder working from home. Your default should be working from home unless your presence is needed on‑site.
- Be Part of a Growing Company: We’re building something special. As an early member of our team, you’ll have a direct hand in shaping how we operate and grow.
- Diverse Responsibilities: You won’t be stuck doing one thing. You’ll gain experience across permitting, accounting, vendor management, project coordination, and customer communication—skills that make you invaluable.
- Growth Potential: As the company scales, we anticipate creating dedicated roles within our workflow (e.g., permitting specialist, bookkeeper). Getting in now means you’ll be first in line for opportunities that align with your strengths.
- Flexibility: We value results over face time. Work from home when your tasks allow it; come to the shop when the job calls for it.
- Competitive Compensation: $50,000–$60,000 annually (depending on experience), paid time off, and additional benefits open for discussion.
Your responsibilities will span multiple areas of the business, including but not limited to the following. In all of these areas, you’ll be expected to own your tasks, follow up proactively, and keep projects moving forward with a sense of urgency:
- Review and quality control permit application paperwork prepared by our sales team, submit to our permit expediting company, and follow up until permits are obtained
- Prepare permit paperwork for the installation team once permits are received back from our expeditor
- Order and reconcile inspections upon project completion (working alongside our remote assistant who also supports this function)
- Work hand-in-hand with our Production Manager to review and quality control product orders prior to submission to suppliers
- Place product orders with manufacturers and obtain order confirmations
- Track and manage orders, following up on missing or delayed items
- Upload and input invoice details and delivery tickets upon receipt
- Submit service requests as needed
- Prepare installation documents, including amounts due and project details
- Work hand-in-hand with our Production Manager to coordinate installation crews and ensure smooth scheduling
- Reconcile installation completion documents post-project
- Coordinate service calls and manage follow-up scheduling
- Track and manage subcontractors (e.g., stucco, painting) as needed
- Communicate professionally with customers via email and phone throughout the project lifecycle
- Coordinate with suppliers and vendors—knowing when to be diplomatic and when to be firm to get results
- Manage homeowner communications for scheduling, updates, and post-installation follow-ups
- Keep our CRM (HubSpot) organized, up to date, and accurate
- Maintain coordinated schedules across projects and personnel
- Support accounting functions including invoice tracking and commission records
- Take on additional projects and tasks as assigned by the owner
Above all, we need someone who operates with urgency and takes initiative. We’re looking for a person who brings the following to the table:
- Construction industry experience. You understand how construction projects flow from sale to completion. Window and door experience is a strong plus, but we’ll train the right person on industry specifics.
- Excellent written and verbal communication. You can draft a professional email, hold a productive phone call with a customer, and negotiate effectively with a supplier. This is non-negotiable.
- Computer literate with strong typing skills. We operate as digitally as possible. You should be comfortable working in CRM systems, email, and standard office software. Minimum 45 WPM typing speed required.
- Highly organized and detail-oriented. You’ll be managing multiple projects, orders, permits, and schedules simultaneously. Nothing can fall through the cracks.
- Proactive with a sense of urgency. You don’t sit around waiting for direction. You see what needs to happen and you make it happen—now, not later. You follow up relentlessly, you keep things moving, and you take personal ownership of ensuring nothing falls behind.
- Professional and reliable. You show up, follow through, and represent the company well in every interaction.
- Window and door industry experience
- Familiarity with HubSpot or similar CRM platforms
- Experience with permitting processes in Hillsborough, Pinellas, Pasco, or surrounding counties
- Experience coordinating with subcontractors
- Salary: $50,000–$60,000 per year, depending on experience
- Schedule: Monday–Friday, full-time
- Work Arrangement: Hybrid (approximately 50% on-site at our Tampa Bay shop/warehouse, 50% remote)
- Time Off: Paid time off included
- Additional Benefits: Open for discussion based on experience and needs
We are a locally owned and operated window and door installation company proudly serving the Tampa Bay area. We specialize in residential window and door replacement, working with top manufacturers to deliver quality products and expert installation. Our reputation is built on doing the job right, communicating clearly, and treating every home like our own.
We’re a small company with big ambitions, and we’re looking for people who want to grow with us.
If this sounds like the right fit, we’d love to hear from you. Please submit your resume along with a brief cover letter or message explaining:
- Your relevant experience (especially in the construction industry)
- Why you’re interested in this role
- Your availability to start
Send your resume and cover letter to info@mywindowanddoorguy.com.
We are hiring immediately and reviewing applications on a rolling basis. Don’t wait—apply today!
My Window and Door Guy
Serving the Tampa Bay Area
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