Operations Manager

Catalyst Power; Denville (NJ); On-site; USD 90,000 - 125,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

Paid company holidays

Voluntary benefits

Job summary

Catalyst Power is seeking an organized Operations Manager to oversee the day-to-day administrative and service operations of our Denville, New Jersey office. This role serves as a central point of coordination among customers, field service technicians, vendors, company leadership, and Catalyst Power.

You will manage customer service, billing and collections, accounts payable, technician scheduling, payroll coordination, contract administration, and project permitting coordination while

Qualifications

• Prior experience in service operations, office management, customer service, accounting support, or related roles.
• Experience with QuickBooks is strongly preferred.
• Experience with ServiceTitan or similar field-service platforms is preferred.
• Familiarity with invoicing, accounts payable, accounts receivable, and basic accounting processes.
• Strong organizational and time-management skills with attention to detail.

Responsibilities

• Serve as primary point of contact for customers, including billing and service questions.
• Prepare and send invoice copies and account documentation.
• Maintain regular communication with customers and address questions promptly.
• Escalate complaints to management in a timely manner.
• Monitor contract expirations and coordinate renewals with leadership.
• Generate invoices using QuickBooks or ServiceTitan and enter billing data.
• Track accounts receivable and follow up on payments.
• Maintain accurate accounting records and prepare reports for management.

Skills

Customer service

Organizational skills

Attention to detail

Communication skills

Tools

QuickBooks

ServiceTitan

Job description

Catalyst Power is seeking an organized, dependable, and customer-focused Operations Manager to oversee the day-to-day administrative and service operations of an affiliate office in Denville, New Jersey.

This position serves as a central point of coordination among customers, field service technicians, vendors, company leadership, and Catalyst Power. Responsibilities include customer service, billing and collections, accounts payable, technician scheduling, payroll coordination, contract administration, project permitting coordination, and general office administration.

The ideal candidate is proactive, detail-oriented, comfortable managing competing priorities, and able to communicate effectively with customers and internal stakeholders.

Key Responsibilities

Customer Service and Account Management

• Serve as a primary point of contact for customers, including answering incoming calls and responding to billing, payment, and service-related questions.
• Prepare and send invoice copies and other account documentation requested by customers.
• Maintain regular communication with customers and promptly address questions or concerns.
• Escalate customer complaints, service issues, and other significant concerns to management in a timely manner.
• Monitor contract expiration dates and coordinate customer renewals with company leadership and Catalyst Power.

Billing, Accounts Receivable, and Accounts Payable

• Generate customer invoices using QuickBooks or ServiceTitan.
• Enter customer billing information and vendor invoices accurately and promptly in QuickBooks.
• Track accounts receivable and follow up with customers to support timely payment.
• Monitor accounts payable, prepare payments, and coordinate cash-flow requirements with ownership and company leadership.
• Maintain accurate accounting records and routinely prepare reports for management review.
• Research and help resolve billing or payment discrepancies.
• Seek modes of streamlining and futureproofing billing and collections.

Field Service Coordination

• Coordinate with the VP of Operations to schedule and dispatch technicians to customer locations, on a day-ahead basis.
• Review, update, and communicate company policies, procedures, and operational standards to service technicians, ensuring consistent compliance and execution across all field activities.
• Adjust service schedules when emergencies, customer needs, or staffing changes arise.
• Maintain accurate customer, site, and service information in ServiceTitan.
• Track technician schedules and planned time off.
• Ensure field service technicians collect required monthly meter readings between the 25th and the last day of each month.
• Maintain organized customer files and complete service histories.
• Communicate schedule changes and service updates to technicians, customers, and management.

Project and Permit Coordination

• Coordinate permit applications and issuance for new p rojects in coordination with the VP of Operations.
• Schedule and track required municipal and local inspections.
• Maintain accurate records of permits, inspections, approvals, and related project documentation.
• Follow up with municipalities, inspectors, contractors, and internal stakeholders to help keep projects on schedule.

Payroll and Office Administration

• Review and maintain employee timesheets.
• Coordinate with the company's payroll provider and help resolve payroll or timekeeping questions.
• Confirm that employees accurately record regular hours, overtime, holidays, vacation, paid time off, and other applicable time entries.
• Order and maintain office supplies.
• Keep the office organized and coordinate routine workplace upkeep to ensure a clean, safe, and professional environment.
• Provide additional administrative and operational support as business needs arise.
• Likely to manage at least 1 direct report in the near future.

Qualifications

• Prior experience in service operations, office management, customer service, accounting support, field-service coordination, or a related position.
• Experience with QuickBooks is strongly preferred.
• Experience with ServiceTitan or a similar field-service management platform is preferred.
• Familiarity with invoicing, accounts payable, accounts receivable, and basic accounting processes.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to manage multiple priorities and respond calmly to changing operational needs.
• Strong written and verbal communication skills and a professional, customer-focused approach.
• Proficiency with Microsoft Office, email, and standard business technology.
• Ability to manage confidential employee, customer, payroll, and financial information appropriately.
• Reliable attendance and the ability to work on-site during the established schedule.

Compensation and Benefits

The anticipated base salary range for this position is $90,000-$125,000 annually. The final offer will be based on the candidate's relevant experience, qualifications, and proficiency with systems such as QuickBooks and ServiceTitan.

Catalyst Power offers a comprehensive benefits package that includes medical, dental, and vision coverage, paid time off, paid company holidays, and additional voluntary benefits.

Catalyst Power is an equal opportunity employer. We provide equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable law.