California Closets · 11 hours ago
Office Manager
San Jose, CA
Full-time
Onsite
Mid Level
$35/hr - $42/hr
3+ years expCalifornia Closets is the leader in custom storage solutions, known for premium design, high-quality craftsmanship, and exceptional customer experiences. The Office Manager serves as the operational backbone of the San Jose production office, managing administrative staff, overseeing daily workflows, and supporting finance functions while ensuring exceptional customer service.
FurnitureHome DecorInterior Design
Responsibilities
Manage and support the administrative team, including scheduling, training, performance, and workflow oversight
Hold monthly GSR meetings for the Office Admin team
Serve as second on phones and second on job board scheduling
Coordinate company events such as holiday parties, picnics, and team functions
Maintain digital library organization
Order office supplies (For San Jose office, Carmel, Los Gatos, Los Altos, and Morgan Hill showrooms) and maintain the office budget tracking spreadsheet
Serve as first responder for Customer Care emails
Handle customer service escalations
Follow up on Liftify client reviews under 5 stars or less with upper management
Ensure all client and designer emails are answered promptly within 24 hours
Act as a second on payments when the primary bookkeeping staff is unavailable
Collapse job folders daily and confirm installers have entered notes and uploaded photos in Dash
Summarize daily job events for internal email updates
Review accuracy and entry of Quality Control defect reports
Manage job status updates and create or delete fitting-related job statuses
Manage Dashboard lead tree, close old jobs, and follow up on job statuses
Update Accounts Receivable reports at least twice per week and generate weekly PDFs
Process invoices and follow up as needed
Maintain 'inking to syncing' and future matching between QuickBooks and Dashboard
Update KPIs monthly
Track and process referral fees in Dashboard
Process new hires in Paylocity, EASE, and Dashboard
Invite and terminate employees from medical insurance via the EASE portal
Manage Workers’ Compensation cases and required paperwork
Maintain employee records and HR documentation
Maintain all office licenses and permits
Obtain Certificates of Insurance from vendors
Process vendor forms requiring signatures
Manage approved trade partners in Dashboard and maintain the San Jose Master Roster
Upload trade partner documentation and verify trade profiles
Respond to designer inquiries regarding existing trade members
Manage Dashboard and SharePoint libraries
Enter marketing data into Dashboard
Maintain business hours and holidays via YEXT and Dashboard
Update vehicles in Fastrak and manage gas cards
Maintain accuracy of business data across platforms
Qualification
Required
3+ years of experience in office management, operations management, or administrative leadership
Strong proficiency with CRM and ERP platforms, preferably Dashboard, SharePoint, and QuickBooks
Excellent organizational, time management, and multitasking skills
High attention to detail and accuracy
Strong written and verbal communication skills
Ability to manage confidential information professionally
Comfortable handling customer escalations with empathy and professionalism
Proven ability to lead, coach, and support an administrative team
Preferred
Experience with payroll and HR systems such as Paylocity and EASE preferred
Experience in construction, design, or home services industries
Knowledge of AR, invoicing, and KPI reporting
Experience managing vendor compliance and insurance documentation
Familiarity with YEXT, Liftify, and CRM-based lead tracking systems
Benefits
401(k)
Dental insurance
Employee discount
Health insurance
Paid time off
Retirement plan
Company
California Closets
California Closets is a Home Decor company.
5001-10000 employees
Funding
Current Stage
Late StageTotal Funding
unknown1998-10-21Acquired
Leadership Team
Nichol Lou
Designer & Project Manager
Recent News
2026-01-07
Company data provided by crunchbase