Operations Administrative Manager at Window Depot of Youngstown & Home Team Home Improvements in Youngstown, OH, USA

Job description

• Operations Administrative Manager
• Window Depot Northeast Ohio (Penn-Ohio) & Home Team Home Improvements · Boardman/Youngstown, OH · Full-Time
• Be the person who makes a fast-growing company run like clockwork. Window Depot Northeast Ohio (Penn-Ohio) & Home Team Home Improvements is one of the region's fastest-growing home improvement companies and we're not slowing down. We offer sales and installation services for windows, doors, siding and bath/shower systems for homeowners across Youngstown, Akron, Canton, Cleveland, Pittsburgh and Erie. Growth like that doesn't happen without someone sharp behind the scenes keeping the numbers straight, the paperwork moving, and the whole operation humming and that's exactly where you come in.
• We're looking for an Operations Administrative Manager with accounting experience to be the operational backbone of our office, including bookkeeping, systems-building and go-to problem solver. You'll own the day-to-day financial administration (AP/AR, reconciliations, job costing, payroll coordination) while also keeping our office, CRM, and cross-team scheduling running smoothly. If you love creating an orderly system, catching the details everyone else misses and being genuinely essential to a team's success, this role was built for you.
• This role also encompasses documenting our Standard Operating Procedures, supporting and coaching the administrative team and identifying areas of improvement - then creating, training, and implementing the process flows that fix them. You won't just follow the playbook; you'll help write it.
• This isn't a sit-in-the-corner data-entry job. You'll work directly with ownership and department leaders, get a front-row seat to how a growing company scales and have real input on building the systems and processes.

Responsibilities

• Accounting & Financial Operations
• Process accounts payable and receivable, vendor invoices, and customer payments
• Support job costing, commission calculations, and payroll coordination
• Reconcile bank statements, credit card transactions, and petty cash
• Maintain accurate financial records in QuickBooks (or similar) and assist with month-end close
• Track customer deposits, financing payouts, and completed-job billing schedules
• Assist with budget tracking, expense reporting, and vendor billing accuracy
• Administrative & Office Operations
• Manage day-to-day office administration - supplies, vendor accounts, facilities
• Process new-hire paperwork and maintain accurate personnel files
• Maintain and update customer and job records in the CRM
• Coordinate scheduling logistics between sales, production, and install teams
• Draft, organize, and file contracts, permits, and job documentation
• Serve as a key point of contact for internal team questions and vendor/customer needs
• Process, Systems & Team Support
• Document Standard Operating Procedures (SOPs) across administrative and accounting functions
• Support and coach the administrative team, helping build consistency, confidence, and skill across day-to-day operations
• Identify areas of improvement and create, train, and implement new process flows to close the gaps
• Spot inefficiencies and recommend (and help implement) better ways of doing things
• Support the rollout of new software and tools across departments

Requirements

• 2+ years of experience in accounting, bookkeeping, or administrative operations (construction or home improvement industry experience is a big plus)
• Comfort with QuickBooks (or similar accounting software) and Microsoft Office/Google Workspace
• Sharp attention to detail - you catch the error before it becomes a problem
• Excellent organizational skills and the ability to juggle multiple priorities without dropping the ball
• A clear communicator who works well across sales, production, and leadership
• A self-starter who takes ownership and genuinely enjoys building better systems
• Comfortable coaching and supporting teammates - you lead by example, not just by title
• Trustworthy and discreet with confidential financial and personnel information

Skills

Required

• Sharp attention to detail
• Excellent organizational skills
• Ability to juggle multiple priorities
• Clear communicator
• Self-starter

Benefits

• Competitive pay, based on experience ($52, 00-$65,00 depending on experience)
• Retirement plan with up to 3% company match on base salary
• 5 paid vacation days annually, growing to 10 over time (eligible after 6 months)
• 5 paid personal days annually
• Paid holidays: Thanksgiving, Black Friday, Christmas Eve & Day, New Year's Eve & Day, Memorial Day, Independence Day, and Labor Day
• A front-row seat to a company on a real growth trajectory - and a genuine voice in how we get there
• A supportive, team-oriented culture where initiative and ownership are noticed and rewarded