Client Services Manager

The Client Services Manager serves as the operational hub of the company — the connective tissue between the field, office administration, accounting, builders, subcontractors, and vendors. This role owns employee administration, manages builder onboarding and day-to-day builder relationships, coordinates purchasing and inventory ordering, resolves payment and invoicing issues across all parties, and manages the accounting team. The ideal candidate is a highly organized, relationship-driven problem solver who is comfortable switching between administrative detail work and managing relationships.

Key Responsibilities

Employee Administration & Payroll

• Coordinate new-hire setup and onboarding through hand-off to HR

• Process bi-weekly timecard exports, auditing recorded time against GPS data to verify accurate clock-in/out times and locations; submit to the Assistant Controller by deadline

• Review and approve employee vacation requests

• Set up employee logins and access across all required software platforms and portals

• Manage incident response for employee auto accidents and workplace injuries,

Builder Relations & Account Management

• Lead onboarding of new builders: administrative paperwork, portal setup, and preparing office and field teams on each builder's business practices (invoicing, purchase orders, etc.)

• Maintain master builder list and serve as contact for builder purchasing departments

• Execute builder-specific payment requirements, such as signing lien waivers through builder portals (e.g., SupplyPro) or by mail to release payment

• Meet with builders to review and resolve aging receivables, VPO aging, and PO shortages

Purchasing, Inventory & Job Setup

• Manage inventory from ordering, creating purchase orders, and inventory management based on field demands

• Maintain the Master Builder Pricing sheet, updating for new pricing, new builders, and neighborhood-specific pricing

• Monitor neighborhood production runways to anticipate workload and supply needs

• Review productions sheets with the accounting team weekly

Subcontractor & Vendor Coordination

• Receive and review new subcontractor packets for accuracy and completeness

• Serve as the escalation point for subcontractor payment inquiries, coordinating research with field superintendents and resolving issues in a timely manner

• Receive and maintain vendor pricing and coordinate vendor setup with the accounting team

• Act as liaison between vendors and the accounting team on late or missed payments, and between field and office staff when invoices lack sufficient information to process

• Support administration and accounting with invoice questions, engaging vendors directly by phone or in person when needed

Process Improvement & Reporting

• Create reports and presentations for internal and builder-facing meetings

• Complete all setup for new neighborhoods: GeoTab zones, pricing, naming/abbreviations, and contacts

• Identify recurring field issues and develop processes or procedures to eliminate them (e.g., adding items to POs to reduce the need for variance purchase orders)

• Provide coverage for dispatch responsibilities during absences, performing duties directly as needed

Ideal Candidate Background

Required

• 5+ years of experience in construction operations, office management, or account/project coordination — ideally with a subcontractor or homebuilder

• Working knowledge of residential construction workflows: purchase orders, VPOs, lien waivers, builder portals, and subcontractor/vendor payment cycles

• Experience processing payroll and/or managing employee administration

• Strong relationship-management skills with the ability to communicate credibly with builders, field crews, subcontractors, vendors, and internal accounting staff

• Exceptional organization and follow-through; able to juggle recurring deadlines (payroll, waivers, POs) alongside interruption-driven problem solving

• Proficiency with Microsoft Office (Excel in particular) and comfort learning multiple software platforms

Preferred

• Experience with production homebuilders and familiarity with builder purchasing processes

• Basic accounting/AP-AR literacy — able to trace invoices, aging, and payment issues to resolution

Attributes That Predict Success

• A natural “hub” personality: people bring this person problems from every direction, and they enjoy resolving them

• Equally comfortable at a desk auditing time records and on a job site talking with superintendents

• Proactive process-builder who fixes root causes rather than repeatedly patching symptoms

• High discretion and sound judgment when handling payroll, pricing, and payment matters