Office Manager

Office Manager

Clarity for Your Chaos Incorporated

Professional Organizing, Handyman, and Cleaning Services

Position Overview

Clarity for Your Chaos is seeking a mission centered, highly organized Office Manager who thrives in fast paced environments and has a genuine heart for community give back. This role blends operations, scheduling, dispatch, HR awareness, conflict resolution, basic financial management, marketing support, and executive assistant duties for the CEO.

The ideal candidate believes in our mission, supports Robin Hood Revolution, and keeps our systems running with clarity, precision, and compassion. They are the CEO's right hand and the operational anchor for the entire team.

Core Mission Expectations

• Heart for service and community uplift through Robin Hood Revolution.
• Strong alignment with our culture of kindness, accountability, and transparency.
• Emotional intelligence and conflict resolution skills.
• Basic HR understanding including documentation, boundaries, and professionalism.
• Commitment to supporting both clients and staff with grace and clarity.

Key Responsibilities

• Executive Assistant Support to the CEO
• Manage and protect the CEO's calendar and priorities.
• Schedule meetings, site visits, recordings, and internal coordination.
• Prepare information, reminders, logistics, and follow ups.
• Anticipate needs and proactively address potential issues.
• Maintain alignment between operational tasks and company mission.

Scheduling and Dispatch

• Build, manage, and optimize daily and weekly schedules for all services.
• Run dispatch for on site teams, adjusting in real time as needed.
• Track staff availability, job length, travel time, and required skill sets.
• Maintain seamless communication between office and field teams.

Client Communication

• Handle inbound calls, emails, inquiries, and scheduling requests.
• Set clear expectations for pricing, workflow, policies, and timelines.
• Send confirmations, reminders, and follow up messages.
• Ensure each client feels supported from first contact through job completion.

Team Coordination and HR Support

• Send job notes, supply needs, addresses, instructions, and safety reminders.
• Collect end of day job summaries, logs, and time tracking information.
• Support onboarding with SOPs, expectations, and culture alignment.
• Assist with early stage conflict resolution and encourage solution based communication.
• Practice confidentiality, neutrality, and professionalism in all HR related tasks.

Inventory, Supplies, and Truck List Management

• Maintain accurate inventory for organizing kits, cleaning kits, handyman tools, and consumables.
• Keep truck lists updated so each vehicle is stocked appropriately for upcoming jobs.
• Track supply usage and note when items fall below required levels.
• Proactively communicate purchasing needs with the CEO and leadership team.
• Coordinate purchasing of supplies, tools, and replacements as needed.
• Ensure all kits, tools, and trucks are ready before teams arrive on site.
• Develop and maintain a consistent restocking system.

Operational Systems and Documentation

• Maintain and refine SOPs for all internal processes
• Organize digital files, job tickets, forms, and communication hubs.
• Monitor ConnectTeams and ensure team compliance.
• Document new workflows and improve operational efficiency.
• Maintain and troubleshoot tech integrations as needed

Financial and Administrative Support

• Handle accounts receivable, invoicing, and