Office Manager & Production Coordinator

Responsibilities

• Manage the full permit process for roofing projects across Titan Roof's California service area.
• Track permit applications and follow up with local municipalities.
• Ensure every job is fully compliant before work begins.
• Serve as the primary point of contact for homeowners and commercial clients.
• Answer inbound calls and respond to customer inquiries.
• Keep customers informed throughout the production cycle.
• Escalate issues requiring field decisions to the appropriate project manager.
• Generate, send, and track invoices using QuickBooks.
• Reconcile payments and maintain accurate records.
• Flag outstanding balances to the appropriate team member in a timely manner.
• Work alongside project managers and field crews to coordinate job timelines.
• Confirm material deliveries.
• Identify and flag scheduling conflicts before they affect crews on the ground.
• Maintain accurate and up-to-date project records in JobNimbus.
• Keep photos, contracts, notes, and permit documentation organized.
• Handle day-to-day office tasks, including filing and data entry.
• Manage internal communication and administrative needs.
• Support the smooth operation of the California team.
• You’ll check outstanding permit applications, send required follow-up documentation to city offices, and update project records accordingly. Mid-morning often brings inbound customer calls, where you’ll answer scheduling questions, provide project updates, and escalate anything requiring a field decision to the project manager.
• Before midday, you may process new invoices in QuickBooks and reconcile recent payments.
• Afternoons are typically focused on production coordination, confirming crew schedules, flagging material needs, and making sure upcoming jobs have everything in place before work begins.
• You’ll work closely with Titan Roof's project managers and field leadership, with most coordination taking place asynchronously through phone, email, and JobNimbus notes.

Requirements

• Experience within construction, roofing, or a related trade is preferred.
• Understanding of municipal permitting in California or a comparable jurisdiction.
• Strong written and spoken English.
• Confidence representing Titan Roof professionally on calls with customers, city offices, and contractors.
• Strong prioritization and record-keeping skills with minimal supervision.

Office Manager & Production Coordinator

Pavago · Mexico (Remote) · — · Posted 2026-09-30

About the Role

We are looking for an organized and detail-oriented Office Manager & Production Coordinator to support Titan Roof's California operations.

This role combines permit coordination, customer communication, invoicing, production scheduling, job documentation, and day-to-day administrative support. You’ll work closely with project managers and field crews to keep projects organized, compliant, and moving forward from signed contract through project close-out.

Job & Document Management

Ensure the team has a reliable single source of truth for every active job.

Required Experience & Skills

• At least 2 years of experience in an office manager, production coordinator, or administrative coordinator role.
• Hands-on experience with JobNimbus or a comparable construction CRM for job tracking and documentation.
• Proficiency in QuickBooks for invoicing, payment tracking, and basic financial record-keeping.
• Experience pulling building permits or coordinating permit applications.
• Ability to manage multiple open projects simultaneously.

What Makes You a Strong Fit

• You follow through without needing reminders and take ownership of tasks until they are completed.
• You communicate proactively when something is delayed, behind schedule, or unclear.
• You are highly precise with permit numbers, invoice amounts, job addresses, customer names, and other project details.
• You remain calm and organized when multiple priorities require attention at the same time.
• You know how to triage tasks, take clear notes, and keep work moving.
• You are comfortable coordinating across teams and time zones through phone, email, and JobNimbus.

What Success Looks Like

• Permit applications are tracked, followed up on, and completed before work begins.
• Customers receive timely and professional communication throughout the production cycle.
• Invoices and payments are accurately processed and tracked.
• Project schedules, materials, and potential conflicts are proactively coordinated.
• JobNimbus records remain accurate, complete, and up to date.
• Project managers and field crews have the information they need to execute jobs smoothly.
• Administrative tasks are completed reliably without constant follow-up.

Typical Day

Your morning starts by reviewing JobNimbus for new jobs, updated project statuses, and tasks that came in overnight.

Interview Process

• Recruiter Screening
• Client Interview

Final Selection

#LI-AG1

Apply

[Apply at Pavago](https://apply.workable.com/pavago/j/0353F63F2E/apply)