About the Role

San Juan Garage Doors & Gates is a small business, and we are looking for a self-directed Office Administrator to help us get organized and work smarter, schedule jobs, keep customers in the loop, and send invoices. 

This is a remote role, with mostly flexible hours. Our business hours are 9-5, Monday through Friday, and some of those hours will need to fall within that window. When you're working, you'll answer the phones. When you're not, we've got it covered. You'll also return missed calls and keep track of what customers need, so nothing gets lost.

Living on San Juan Island would be nice (it helps with scheduling around ferries and island travel), but it's not a must. Elsewhere in the San Juan Islands works too

What You'll Do

• Build and adjust the job schedule using knowledge of island geography, ferry logistics, and travel time between job sites (San Juan, Orcas, Lopez).

• Sequence jobs to minimize windshield time

• Communicate schedule changes to customers and crew

• Answer incoming calls, take detailed messages, and respond to customer emails

• Serve as a friendly, reliable point of contact for the business

• Track customer requests and follow up so nothing falls through the cracks

• Generate and send customer invoices through QuickBooks Online

• Manage automated billing workflows (e.g., due-on-receipt reminders)

• As you learn the trade, help build job estimates in QuickBooks

• Bring an ability to look at how we currently do things (Trello, Google Workspace) and spot better ways to organize, track, and simplify. We’re not looking for any specific system-migration experience, just genuine tech comfort and a knack for organization

• Keep on top of recurring tasks and deadlines without needing reminders

• Light project-management support: tracking job status, following up on open items, keeping us in the loop

what we’re looking for

• Strong working knowledge of the islands: ferry schedules, travel times, local geography for efficient job scheduling

• Comfortable on the phone and confident handling customer questions independently

• Must have Google Workspace experience. We run our phone line through Google Voice and manage email/docs through Gmail and Workspace

• Working knowledge of QuickBooks Online (or a fast learner willing to get up to speed quickly)

• Genuinely comfortable with technology, naturally organized, and able to spot smarter ways to run things

• Self-starter who can identify what needs doing and do it, rather than waiting to be told

• Comfortable with a small-business, "wear multiple hats" environment

• Must have your own computer to work remotely