Outdoor Lighting Perspectives of Virginia Beach · 14 hours ago
Office Manager
Virginia Beach, VA
Full-time
Onsite
Mid Level
$55K/yr - $65K/yrOutdoor Lighting Perspectives of Coastal Virginia is seeking an Office Manager to oversee the operational flow of the business. This role involves managing schedules, coordinating with sales and operations, and ensuring timely communication with clients to facilitate smooth project execution.
Construction
Hiring Manager
Caleb Anderson
Responsibilities
Review and score new leads daily from Scorpion, Gemstone, and inbound calls/emails
Schedule consultations, installations, and service visits promptly
Maintain the master schedule and ensure it’s accurate, up-to-date, and visible to the team
Conduct a weekly Monday morning schedule review with the Branch Manager to confirm the week’s jobs, staffing, and readiness
Keep 'Job Management' current with accurate statuses, crew assignments, and material needs
Review all upcoming jobs weekly and ensure required materials are ordered on time
Track purchase orders and delivery status
Coordinate with field team to verify material readiness before each installation
Maintain supplier relationships and up-to-date product knowledge for key items
Schedule sales appointments and track proposal responses
Follow up on unaccepted proposals to encourage conversions
Manage Shine365 Annual Maintenance Plan:
Track renewal dates and reach out to clients ahead of expiration
Schedule maintenance visits and coordinate any needed materials
Ensure all Shine365 clients receive proactive, high-quality service
Conduct post-installation 'check-in' calls to confirm satisfaction and introduce the referral incentive program ('reference fund')
Request Google reviews after successful installations or positive client interactions
During Holiday Lighting season, call clients who haven’t yet accepted proposals and prior-year clients who haven’t scheduled renewal
Create and send invoices for completed jobs within 24 hours of completion
Track open invoices and send timely follow-ups until payment is received
Maintain an organized record of job completion and invoicing status
Ensure all final invoices reflect any approved change orders or additional items
Assign a technician to complete the technical review for each new project
Ensure the review is completed promptly and includes all relevant details (materials list, special instructions, estimated labor hours)
Use the technician’s review to finalize the bill of materials and order required parts
Schedule the installation once materials, crew, and timing align
Confirm readiness with all parties before the scheduled date
Monitor progress and update 'Job Management' as needed
Record any scope changes or added materials for accurate billing and reporting
Confirm job completion and ensure all job photos and notes are uploaded
Send final invoice within 24 hours of completion
Complete a Project Debrief Report for each job, documenting: Margins: Did we meet our target gross margin? Time: Was the job completed within estimated hours? SWOT: Strengths, Weaknesses, Opportunities, and Threats for future improvement. Submit debriefs weekly for review and performance tracking
Post daily brief updates in Discord summarizing lead activity, schedule changes, and open issues
Prompt field staff to upload job photos and notes after completion
Keep clear and consistent communication between sales, operations, and management
Process bi-weekly payroll accurately and on time, ensuring compliance with all tax withholdings and regulations
Maintain QuickBooks by categorizing transactions, reconciling accounts monthly, and keeping financial records current and accurate
Handle accounts payable and receivable, processing vendor bills, tracking customer payments, and following up on overdue invoices
Prepare monthly financial reports (P&L, balance sheet, cash flow) and coordinate with external CPA for tax preparation and compliance
Track job costs and profitability, ensuring accurate expense allocation and providing financial data for project analysis
Qualification
Required
Highly organized and detail-oriented
Strong communicator with excellent phone and email etiquette
Proactive problem-solver and dependable follow-through
Comfortable using CRMs, scheduling software, and shared platforms
Positive, ownership-minded attitude that drives team success
Company
Outdoor Lighting Perspectives of Virginia Beach
Outdoor Lighting Perspectives has been designing and installing lighting systems for your homes and businesses for over 20 years! Whether your project is focused on added security or creating that backyard oasis you've always wanted, Outdoor Lighting Perspectives is here to help!
Founded in 1995
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase