Job Description
ABOUT THE COMPANY
All American Electric LLC is a fast-growing electrical contracting firm providing residential and commercial service across the Greater Houston area. We are a husband and wife–owned company with high operational standards, a strong reputation, and a rapidly expanding workload.
We are seeking an experienced Office Manager with strong bookkeeping capability and proven operations experience in a construction or service-trade environment. This role requires precision, accountability, and the ability to manage high-volume workflows with minimal oversight.
This position is critical to the daily function and long-term stability of the company.
POSITION SUMMARY
The Office Manager will oversee the administrative, financial, and operational systems of the company. This includes full ownership of QuickBooks Online, accounts receivable, accounts payable, job costing, scheduling coordination, workflow management, and supervision of support staff.
This is not an entry-level position. Candidates must have demonstrated experience in a similar role and the skill to operate independently and accurately in a fast-moving environment.
PRIMARY RESPONSIBILITIES
BOOKKEEPING & FINANCIAL CONTROL
Maintain and manage QuickBooks Online with accuracy and consistency
Daily categorization and reconciliation of bank feeds
Upload, match, and organize receipts and statements
Manage AR: monitor outstanding invoices, issue reminders, track payments
Manage AP: enter vendor invoices, track balances, document due dates
Complete job costing and labor cost allocation
Track deposits, progress payments, and project-specific financials
Prepare weekly financial summaries for ownership
Complete monthly financial close procedures
Monitor tax liabilities and maintain organized documentation
Prepare payroll inputs (payroll processed by owner)
OPERATIONS & OFFICE MANAGEMENT
Maintain job pipeline and work order workflow
Match work orders to invoices daily
Assist with scheduling of service calls and smaller jobs
Conduct estimate follow-up and maintain tracking systems
Coordinate materials: logging orders, pricing, returns, and backorders
Organize project files, documents, and job notes
Prepare work orders and documentation for upcoming jobs
Provide structured daily updates to ownership and field leadership
Maintain a clean, efficient, and organized office environment
CUSTOMER SUPPORT (STRUCTURED)
Answer inbound calls and schedule service
Maintain professional communication standards
Send confirmation messages, reminders, and follow-up requests
Request reviews post-completion
Note: Owners handle escalations and complex customer issues.
ADMINISTRATION & STAFF SUPERVISION
Oversee daily tasks of administrative assistant
Provide instructions, checklists, and quality control
Ensure assistant remains in appropriate scope of responsibilities
Maintain internal communication standards and deadlines
Uphold accountability and consistency
REQUIRED QUALIFICATIONS
Minimum 3 years experience in a construction, electrical, HVAC, plumbing, or similar trade office
Strong proficiency in QuickBooks Online (intermediate–advanced)
Strong organizational and multitasking skills
Ability to manage high-volume workflows with accuracy
Confident, direct communicator capable of maintaining structure
Ability to take ownership of role and work independently
Strong understanding of job costing and service-industry operations
Professional, reliable, punctual, and solutions-oriented
Ability to supervise and correct support staff when needed
PREFERRED QUALIFICATIONS
Experience with dispatching or scheduling
Experience with AP/AR at scale
Experience supporting field technicians
Familiarity with permits, inspections, and construction document management
COMPENSATION & BENEFITS
Competitive pay commensurate with experience
Stable, long-term position
Structured work hours (no nights/weekends)
Opportunity to build and refine company systems
Direct access to ownership and leadership
Role with strong long-term growth potential
TO APPLY
Submit the following:
Resume
QuickBooks Online experience level
Hourly rate or salary expectation
Available start date
Brief explanation of experience in similar roles
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