Client Services Manager

Overview

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

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