Office Manager

Trendhr; Texas; On-site; USD 46,000 - 55,000; Full time

Job summary

TrendHR is seeking an experienced Office Manager to oversee accounting and operations for a busy onsite office. The role requires managing invoicing, AP/AR, and job costing while supporting field staff and management.

The ideal candidate will be tech-savvy, highly organized, and able to wear multiple hats. Experience with QuickBooks, Excel, and proposals is essential; English/Spanish bilingualism is a plus.

Qualifications

• Experience with job costing is required.
• Strong QuickBooks knowledge is essential.
• Invoicing, AP and AR experience is required.
• Excellent Excel and MS Office skills.
• Bilingual English/Spanish is a plus.

Responsibilities

• Manage customer invoicing and ensure accuracy and timeliness.
• Handle day-to-day Accounts Payable and Accounts Receivable.
• Maintain QuickBooks and track job costs and profitability.
• Prepare proposals, quotes, and supporting documentation.
• Coordinate admin needs between office, customers, vendors and field staff.

Skills

Job costing

Invoicing

Accounts payable/receivable

QuickBooks

Excel

Bilingual English/Spanish

Tools

QuickBooks

Microsoft Office

Job description

Office Manager - Accounting & Operations

Location: Onsite

Schedule: Monday-Friday, 7:00 AM-4:00 PM

Compensation: $46,000-$55,000 annually

Employment Type: Temp-to-Hire

Position Overview

Our client, an established industrial service company, is seeking a highly organized, tech-savvy Office Manager to manage the day-to-day administrative, accounting, and operational functions of a busy office.

This is a hands-on role for someone who can wear multiple hats and take ownership of whatever needs to get done. The ideal candidate will have strong business acumen, solid accounting and administrative skills, and experience supporting a service-based or job-costing environment.

Experience with job costing is a must.

Key Responsibilities

• Manage customer invoicing and ensure invoices are accurate and issued promptly
• Handle day-to-day Accounts Payable and Accounts Receivable
• Maintain accurate information and transactions within QuickBooks
• Track expenses, labor, materials, and other costs associated with individual jobs
• Maintain accurate job costing and assist with reviewing job profitability
• Prepare customer proposals, quotes, and supporting documentation
• Assist with purchase orders, vendor invoices, and customer billing
• Scan, organize, and maintain electronic business records and documentation
• Monitor outstanding receivables and assist with customer payment follow-up
• Reconcile records and assist with general bookkeeping/accounting functions
• Maintain vendor, customer, and job-related files
• Assist with insurance documentation, certificates of insurance, and related requirements
• Coordinate administrative needs between the office, customers, vendors, and field/service personnel
• Assist management with reports, spreadsheets, pricing information, and operational needs
• Identify discrepancies or potential issues and proactively work toward solutions
• Help improve office processes, organization, and workflow
• Handle additional administrative and operational responsibilities as needed

Qualifications

• Previous job costing experience required
• Strong working knowledge of QuickBooks
• Experience with invoicing, AP, and AR
• Strong computer and technology skills - must be highly tech-savvy and comfortable learning new systems
• Proficiency with Microsoft Office, particularly Excel, Outlook, and Word
• Experience preparing professional proposals, quotes, or similar business documents
• Familiarity with insurance documentation and business insurance requirements
• Strong business acumen and understanding of how administrative and accounting functions impact profitability
• Excellent organizational skills and attention to detail
• Ability to prioritize multiple responsibilities in a fast-paced environment
• Strong written and verbal communication skills
• Comfortable working independently and taking ownership without requiring constant direction
• Experience supporting an industrial, construction, mechanical, field-service, manufacturing, or similar business is highly desirable
• Bilingual English/Spanish is a plus

Ideal Candidate

This position is best suited for someone who is much more than an administrative assistant. Our client needs a hands-on, resourceful Office Manager who understands the business side of an operation and can move comfortably between accounting, invoicing, proposals, documentation, customers, vendors, and day-to-day office needs.

The right person is proactive, technologically capable, detail-oriented, and comfortable being the person everyone can count on to keep the office and administrative side of the business running

smoothly.

Additional Requirements

Employment is contingent upon successful completion of a background check and drug screening.

This is a temp-to-hire opportunity with the potential to transition into a long-term position with our client.