Office Operations Manager - Dispatch & Lead Control

OFFICE OPERATIONS MANAGER – DISPATCH & LEAD CONTROL

Company: OCD Plan & Build Inc.

Location: Oakland / Emeryville Area

Position Type: Full-Time W-2

Compensation: $4,000/month + performance bonuses

Benefits: 401(k) eligibility

Schedule

Monday– Friday: 9:00 AM – 6:00 PM

Saturday: Flexible hours to respond to client calls, scheduling meetings as needed.

This is currently a hybrid role (remote + field coordination) until the company’s new office space is finalized. Upon completion, the role will transition to primarily in-office with hybrid flexibility.

Job Summary

OCD Plan & Build Inc. is seeking a proactive Office Operations Manager to take ownership of dispatch coordination, lead qualification, CRM management, and front-end pipeline control in a fast-paced construction environment.

This role works directly with the CEO and ensures consistent lead flow, structured follow-up, and efficient dispatch of appointments.

This role will activate digital campaigns to support consistent pipeline generation.

This is not a passive administrative role.

This is a performance-driven operational position with measurable impact on company growth.

POSITION OVERVIEW

You will be responsible for:

• Managing inbound lead intake
• Qualifying prospects
• Dispatching estimators and project managers
• Maintaining CRM accuracy
• Controlling structured follow-up systems
• Supporting lead generation during slow periods
• Reporting directly to the CEO

CORE RESPONSIBILITIES

1. Lead Intake & Qualification (Primary Focus)

Respond promptly to all inbound inquiries

Pre-qualify leads based on company standards

Collect detailed scope information

Determine project viability before scheduling

Ensure clean handoff to estimating team

2. Dispatch & Scheduling Management

Schedule appointments efficiently

Coordinate estimator and project manager calendars

Prevent scheduling conflicts

Maintain dispatch flow

Adjust scheduling as production demands shift

3. CRM & Pipeline Control

Maintain accurate CRM tracking

Update lead stages consistently

Ensure notes and project details are documented

Track response times and follow-ups

Maintain full visibility of pipeline status

No lead should ever go untracked.

4. Follow-Up & Conversion Support

Implement structured follow-up systems

Track pending estimates

Re-engage stalled leads

Maintain consistent communication until close or disqualification

5. Lead Generation Support

This role will:

Manage basic digital campaigns across:

• Facebook
• Instagram
• Google

Collaborate with our marketing support team to support and stabilize lead flow.

6. Reporting & CEO Alignment

Prepare weekly pipeline report

Provide lead volume and conversion metrics

Identify bottlenecks

Assist CEO in refining intake systems

REQUIREMENTS

3–4 years experience in construction environment (required)

Experience in dispatch, operations coordination, or lead management

Basic familiarity with digital advertising platforms

Strong CRM proficiency

Highly organized and detail-oriented

Strong communication skills

Comfortable working directly with executive leadership

Spanish is a plus

IDEAL CANDIDATE

Proactive and self-driven

Systems-minded

Does not wait to be told what to do

Understands construction workflow

Performance-oriented

Calm under pressure

Interested in long-term growth

COMPENSATION STRUCTURE

Starting Salary: $4,000/month (W-2)

Performance Bonus – Lead Conversion Based

In addition to base salary, bonuses will be paid when qualified leads convert into signed construction contracts.

Bonus eligibility is based on:

• Proper lead qualification
• Accurate CRM documentation
• Timely follow-up
• Successful dispatch coordination
• Signed project agreement

Bonus structure will be tied to the value of closed projects and overall monthly conversion performance.

Details will be reviewed during onboarding and formalized after the 90-day evaluation period.

90-Day Performance Review

Compensation recalibration based on performance

401(k) eligibility included.

Job Type: Full-time

Pay: From $4,000.00 per month

Benefits:

• 401(k)

Work Location: Hybrid remote in Emeryville, CA 94608