Role Overview

The Office Manager at Ivory Pines Cleaning is the operational backbone of the business, owning the entire back-of-house experience. This includes client communication, lead conversion, scheduling, and administrative operations, ensuring everything runs smoothly and accurately. You are the central point of coordination between clients, cleaning teams, and leadership. Your work directly influences client trust, team efficiency, and how polished and professional Ivory Pines feels at every touchpoint. This role is best suited for someone who is comfortable leading conversations, naturally sees problems and solves them, and stays organized under pressure. If you prefer waiting for direction, avoid decision-making, or see this role as purely administrative, this will not be a fit.

Core Responsibilities

Client Communication & Experience

Handle all incoming client calls, emails, and texts
Resolve client questions, concerns, and service issues quickly and effectively
Maintain clear, proactive communication to prevent problems before they arise

Scheduling & Operations

Build, manage, and adjust cleaning schedules daily
Proactively
identify and solve scheduling conflicts (callouts, reschedules,
special requests)
Coordinate with cleaning teams and managers to ensure smooth daily operations
Ensure booking accuracy and efficient use of team capacity

Billing, Payroll & Financial Admin

Process invoices, payments, and billing adjustments accurately and on time
Resolve billing issues quickly and professionally
Enter payroll, mileage, and timekeeping data with a high degree of accuracy
Process accounts payable and vendor invoices
Maintain organized financial and operational records

HR & Administrative Support

Support hiring and onboarding administration
Maintain employee records and documentation
Assist with internal systems, organization, and process improvements

Reporting & Ownership Support

Assist with reporting, tracking, and special projects
Maintain organized data and documentation to support decision-making
Act as a reliable administrative partner to leadership

Qualifications & Skills

2+ years in office management, operations, or administrative support (service-based business preferred)
Strong communication skills and embraces teamwork
Highly organized with strong attention to detail
Comfortable handling multiple priorities in a fast-paced environment
Must have a stable internet connection
Tech-savvy and able to learn new systems quickly
Bilingual (English/Spanish) candidates are strongly encouraged to apply

Compensation & Benefits

Pay range based on experience and performance
Opportunity for bonuses
Flexible time-off policy
Paid company-wide holidays

Why Ivory Pines Cleaning

Ivory Pines Cleaning is building a top 1% service company rooted in professionalism, structure, and exceptional customer experience. We believe great operations create great outcomes for clients, team members, and leadership. This role is critical to our growth and success. If you love creating order, supporting teams, and being the engine behind a well-run business, you’ll thrive here.

Ivory Pines Cleaning

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Office Manager