Elements By Design Office Manager - Tucson
14 hours ago
Job description
This role is for a rare type of real estate pro
If you're a Realtor who:
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Actually enjoys operations, bookkeeping, and systems
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Understands how property management maintenance works (tenants, access, vendors, approvals)
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Likes being the person who makes the whole machine run clean
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Doesn't mind enforcing standards and following up until things are DONE
…this is built for you.
Most agents are sales-only. This is for the agent who's an operator.
About Elements By Design (EBD)
EBD is a residential repair and maintenance contractor serving homeowners and rental portfolios. We work closely with RGroup Realty Property Management, and we run on:
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Jobber (scheduling, job workflow, field documentation)
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QuickBooks Online (financial accuracy, job costing, reporting)
We're building a professional, documented, repeatable maintenance operation—no chaos, no guesswork.
The mission
You run the operational "engine room":
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Jobber is accurate
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Invoicing is fast
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AR is controlled
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QBO stays clean
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PM maintenance coordination is tight
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Field teams have what they need to execute
If you like owning results and taking pride in clean systems, you'll love this.
What you'll own (non-negotiable outcomes)
Within 60–90 days, a great hire will have:
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Jobber organized and current daily (jobs, statuses, notes, photos, approvals)
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Invoices sent quickly with minimal lag after completion
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AR follow-up system running (money comes in on time, consistently)
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QBO accurate and reconciled (coding is clean, sync issues resolved)
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Fewer scheduling mistakes and fewer scope issues with PM maintenance work
Core Responsibilities
Jobber Operations + Scheduling Support
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Create/manage jobs, visits, statuses, and documentation requirements
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Ensure field tech notes/photos are complete and usable
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Coordinate scheduling logistics and access details (tenant/owner/PM)
Billing + Accounts Receivable Control
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Generate invoices quickly and correctly
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Post payments, manage billing questions, follow up on past due balances
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Keep receivables tight and predictable
QuickBooks Online Oversight (high accountability)
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Maintain Jobber → QBO sync integrity
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Correct coding, resolve exceptions, support reconciliations
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Keep books "tax-ready" and management-report-ready
PM Maintenance Coordination (EBD RGroup PM)
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Communicate clearly on scope, approvals, access, scheduling windows
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Reduce rework by tightening documentation and expectations upstream
Required Qualifications
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2+ years hands-on with QuickBooks Online
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Strong billing instincts and comfort with collections / AR follow-up
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Experience in property management, contracting, or home services ops (real world, not theoretical)
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Calm, firm, professional communication style (you can follow up without being emotional)
Real Estate License (Important — and a huge upside)
This is a W2 role with Elements By Design.
Your day-to-day duties are operational/finance and do not require a license.
Optional upside: If you hold an Arizona real estate license (or are willing to obtain one), you may affiliate it with RGroup Realty and earn separate 1099 compensation for licensed real estate services performed under RGroup Realty. (This is separate work, separate pay, separate structure.)
Benefits
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W2 employment with benefits
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Includes all legally required Arizona employment benefits, plus company-provided benefits as outlined during the offer process
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Growth path into expanded operations leadership (Operations Manager track)
Who you are (this is what we're screening for)
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You like checklists, systems, and clean data
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You don't "keep notes in your head"—you document
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You follow up until the outcome is achieved
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You can handle multiple stakeholders (PM, vendors, tenants, field techs) without losing control of the process
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You care about accuracy: money, coding, job status, and scope clarity
How to Apply (we filter for high performers)
Submit your resume plus a short note answering:
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Your experience level with QuickBooks Online
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Your experience with property management maintenance workflows
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A quick example: "How do you prevent invoicing delays?"
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(Optional) Do you currently hold an AZ real estate license?
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