Office Manager

Independent Contractor · Hybrid · Charlotte, NC

This role keeps our entire operation running. It's not glamorous work — it's essential work. If you've ever taken quiet pride in a perfectly clean schedule or a fully closed loop, you might be exactly who we're looking for.

Read this before you apply:

We're going to be upfront with you, because we've been burned before by people who looked great on paper but weren't ready for what this role actually demands. This job requires a level of care, follow-through, and attention to detail that most people underestimate until they're in it.

This is a pet care business. Our clients trust us with animals they love. Our sitters depend on clear, accurate information to do their jobs safely. When something slips — a missed confirmation, an outdated record, a schedule that didn't get updated — real people and real animals feel it. That weight has to matter to you, not just when it's convenient.

If you read that and feel energized rather than burdened, keep reading...

About Queen City Pet Sitting:

Queen City Pet Sitting has been caring for Charlotte's pets since 2009. We're a locally owned, woman-owned business built on trust, reliability, and a genuine love for animals. Over fifteen years, we've earned the loyalty of a dedicated client base — and we're now at an intentional turning point, building the systems and team structure to grow sustainably without sacrificing the quality that got us here.

This isn't a startup in chaos or a corporation running on autopilot. We're a small, established business making deliberate decisions about how we grow — and this hire is one of them. The Office Manager role exists because we're ready to professionalize our operations, and we need someone who can hold the day-to-day so leadership can focus on what's next.

What you'll actually be doing:

You own the daily operational heartbeat of the business. That means scheduling, records, communication, and administrative systems — executed accurately, every day, without being told twice.

• Scheduling: Manage recurring and one-off bookings for existing clients and sitters. Process availability changes, coordinate coverage, confirm every change in writing, and keep Time to Pet and CRMs current at all times.
• Client & sitter communication: Handle routine questions, confirmations, and updates clearly and promptly. When something shifts from logistics into a complaint or service issue, you route it — you don't try to solve it alone.
• Records maintenance: Keep client profiles, pet notes, access details, and sitter documentation complete and current. Track expirations. Flag gaps before they become problems.
• Administrative execution: Manage shared inboxes, recurring tasks, internal files, and routine workflows. Nothing falls through the cracks. You are the net.
• Billing support: Generate and verify invoices. You do not make billing decisions — you flag discrepancies and escalate disputes.
• Systems & tools: Maintain data accuracy across Time to Pet, Airtable, and Google Workspace. Run standard reports. Flag errors. Keep everything consistent.

Schedule & Availability:

We want to be specific here, because vague expectations are how this goes wrong for everyone. Here's exactly what this role looks like day to day.

Work Structure: Hybrid — two+ weeks of in-person training in Charlotte required with occasional additional in-person meetings as needed, then fully remote.

Weekday Hours: 2-3 hours of routine work per day. The hours are focused, not demanding — but the attention and responsiveness within them must be.

Weekends & Evenings: Monitoring messages and responding as needed.

What "responding when needed" means: A sitter cancels with no coverage, a schedule error affects an active visit, a client can't reach anyone — real issues that can't wait until Monday.

What it doesn't mean: Being glued to your phone 24/7 or responding to routine questions on Sunday morning.

Independent contractor classification:

This is a 1099 independent contractor position, not a W-2 employee role. You'll set your own schedule within the availability expectations above, use your own equipment, and invoice for hours worked. If you're unfamiliar with contractor arrangements or prefer traditional employment, this role may not be the right fit. We're happy to answer questions about what this looks like in practice during the initial conversation.

Is this role right for you?

You're probably a fit if…

✓An unclosed loop genuinely bothers you — not because your boss will notice, but because you notice

✓You've managed complex, multi-person schedules and know how fast one wrong detail cascades

✓You follow a process exactly as written and escalate when it doesn't fit — you don't improvise around it

✓You can hold a lot of threads simultaneously and still catch the one that's about to slip

✓You care about the people — and pets — on the other end of your work, not just the task itself

✓You're comfortable staying aware on weekends without feeling like you can never fully switch off

This probably isn't a fit if…

✕You do your best work when you can set your own processes and redesign what feels inefficient

✕Hard off-hours boundaries are non-negotiable for you — this role requires genuine weekend availability

✕You prefer variety and big-picture thinking over consistent, detail-driven daily execution

✕You find it hard to stay motivated in a behind-the-scenes role while working from home

What we're looking for:

We care far more about demonstrated behavior than job titles. Here's what actually matters:

✓Proven experience managing multi-person schedules in a service or logistics environment

✓Real-time problem solving when scheduling changes stack up simultaneously

✓Clear, calm written communication with multiple parties at once

✓Consistent accuracy in data entry, records, and documentation under volume

✓Experience following SOPs exactly — and knowing when to escalate vs. adapt

✓Hands-on experience with scheduling or CRM software (Time to Pet is a bonus)

✓Background in pet care, home services, healthcare, or hospitality is a genuine plus

✓A track record of operational continuity — not just completing tasks, but owning outcomes

Our hiring process:

Here's what to expect:

• Application review: We read every application. A short cover note explaining why this specific role fits where you are in your career goes a long way.
• Initial conversation: A 30-minute call focused on your actual experience — specific situations, not general traits.
• Skills assessment: A short, realistic work sample involving actual scheduling and communication tasks. This is where we learn the most — and where you'll get the clearest sense of what this job actually feels like.
• Reference calls: We ask specific, behavioral questions — including about mistakes and how they were handled.

What success looks like:

We're not looking for someone who needs months to find their footing. Here's what we expect — and what you should hold yourself to.

By day 30

• Running daily scheduling independently
• Handling routine client and sitter communications confidently
• Navigating Time to Pet, Airtable, and Google Workspace without hand-holding
• Asking sharp questions, not vague ones

By day 60

• Maintaining accurate, complete records without prompting
• Following escalation protocols consistently and correctly
• Requiring minimal supervision on routine tasks
• Communicating proactively when something's at risk

Ongoing

• Schedules stay accurate and current
• Nothing administrative falls through the cracks
• Leadership is not pulled into routine execution
• Operations feel stable and predictable every day

What struggling looks like

• Frequent clarifying questions on routine tasks
• Missed deadlines or incomplete records
• Over- or under-escalating issues
• Improvising outside established SOPs

Apply for this role:
Submit your application, and if we find that you might be a good fit, we'll be in touch.

Pay: $18.00 - $20.00 per hour

Benefits:

• Employee discount

Work Location: Hybrid remote in Charlotte, NC 28202