Business Office Manager

Allied Roofing Partners•Santa Rosa, CA

5d•$75,000 - $85,000•Onsite

About The Position

Capstone Roofing seeks an experienced, hands-on Business Office Manager to lead its administrative team and office operations. The role develops employees, establishes high standards and accountability, and delivers exceptional customer service. The manager is expected to be confident, approachable, organized, and comfortable making difficult decisions, while coaching with compassion, maintaining professional boundaries, addressing concerns fairly, and leading with integrity and consistency. The position may also provide direct coverage for scheduling, customers, billing, or absent employees. The Business Office Manager oversees office leadership and team development, daily administrative workflows, billing and collections, and customer service performance. The role coordinates with sales, estimating, production, finance, HR, and the Director of Roofing Operations to support strong operations, improve processes, and keep service quality and team performance on track. This role is 100% on-site in Santa Rosa.

Requirements

At least 5 years of progressive business office management and people leadership experience.
At least 2 years of experience in roofing, construction, home services, or a related field services sector.
Demonstrated employee coaching, development, accountability, conflict resolution, and change management skills.
Experience with billing, invoicing, collections, and customer account follow-up.
Strong organization, prioritization, written and verbal communication, judgment, discretion, integrity, and follow-through.
Proficiency with Microsoft Office, email, and CRM systems.
Ability to work 100% on-site in Santa Rosa.
Confident, consistent leadership; compassion and flexibility balanced with accountability; respectful handling of difficult conversations; professional boundaries; composure under pressure; and ownership and leadership by example.

Nice To Haves

Construction scheduling, permitting, job documentation, production support, and/or AccuLynx experience.
Experience implementing SOPs, training programs, and KPIs; supporting sales teams; and improving service or operational efficiency.
Bilingual English/Spanish communication skills.

Responsibilities

Lead, coach, mentor, evaluate, and cross-train administrative and customer service employees, ensuring coverage during absences.
Set standards for professionalism, accountability, communication, and performance; address concerns promptly and fairly in partnership with HR.
Build a positive, respectful, results-oriented culture and coordinate company events and employee celebrations.
Oversee scheduling, customer intake, communications, billing, invoicing, permitting, job files, and daily administrative workflows.
Ensure calls and emails are handled promptly and professionally; monitor call volume, response times, and service quality; resolve customer questions, complaints, and escalations.
Manage office supplies, equipment, subscriptions, utilities, property management inquiries, facilities, janitorial services, and other service providers.
Track office invoices, service contracts, and expenses; support audits, inspections, records requests, and documentation requirements.
Maintain efficient workflows and personally cover essential office functions when needed.
Ensure billing accuracy and timely invoicing; lead documented collections follow-up on open and overdue accounts and escalate matters requiring executive involvement.
Coordinate with sales, estimating, production, and finance to ensure accurate handoffs and strong operational support; improve processes to reduce administrative friction.
Train the team in responsive, empathetic customer communication, follow-up, and issue resolution.
Monitor customer satisfaction, productivity, accuracy, and efficiency; hold the team accountable and provide regular updates and recommendations to the Director of Roofing Operations.