On-Site Office Manager — Construction Admin Lead (Mon–Fri)

Cogent Analytics; Dallas (TX); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

On-site role

Job summary

Cogent Analytics is seeking an experienced Office Manager to lead administrative operations for our Arlington, TX site. You will oversee customer service workflow, dispatch coordination, billing, and compliance in a fast-paced service environment.

In this on-site role reporting to ownership, you will focus on customer communication, scheduling, invoicing, receivables, and day-to-day office management, with external bookkeeping for payroll and accounts receivable.

Qualifications

• 3+ years of office management or administrative experience in construction, trades, or field service.
• Proficiency with QuickBooks Online, including invoicing and accounts receivable.
• Experience managing receivables and customer collections.
• Strong organizational skills with the ability to manage recurring deadlines independently.
• Professional phone presence and customer service skills.

Responsibilities

• Serve as the primary point of contact for incoming customer calls.
• Log, schedule, and dispatch service and warranty calls in coordination with trade leads.
• Follow up with customers after job completion and after quotes are issued.
• Oversee and coordinate with the after‑hours answering service.
• Prepare and issue invoices within 48 hours of job completion.
• Manage accounts receivable and conduct follow‑up on past‑due balances.
• Prepare progress billing for commercial projects.
• Provide job cost details and material documentation to the external accounting firm.
• Maintain job records, filing systems, and digital document management.
• Coordinate vendor communication, ordering, and deliveries.
• Oversee daily office operations and workflow.
• Maintain a compliance calendar for trade licenses, continuing education, and certifications.
• Manage insurance renewals and issue certificates of insurance.
• Track permits from application through final inspection.
• Complete contractor pre‑qualification packages and assemble bid submissions.

Skills

Office management

Customer service

Organization

Professional phone presence

Tools

QuickBooks Online

Job description

Cogent Analytics is seeking an experienced Office Manager to lead administrative operations for our Arlington, TX site. You will oversee customer service workflow, dispatch coordination, billing, and compliance in a fast-paced service environment.

In this on-site role reporting to ownership, you will focus on customer communication, scheduling, invoicing, receivables, and day-to-day office management, with external bookkeeping for payroll and accounts receivable.