Job Description

Office Manager / Client Experience Coordinator

Internally: “Director of First Impressions”

FFR Fabrication & Repair LLC · San Jose, CA · On-site, full-time (Mon–Fri, 9:00–6:00)

The short version

We restore high-end classic cars — the kind of project an owner has been dreaming about for years, inherited, or already had wrecked by another shop. The person in this seat is the first voice on the phone and the first face at the door. They set the tone for a business clients are trusting with something that matters to them.

This is a client-facing operations role that runs on two things at once: real warmth with people, and real discipline with details. If you're only strong at one of those, this isn't your seat.

To be considered, you'll need

• 2+ years in a client-facing operations role at a service-based business — dealership, repair shop, medical/dental office, salon, or similar. (General retail or purely phone-based customer service isn't a fit for this seat.)

• Hands-on experience with QuickBooks Online (data entry and invoicing)

• Comfortable with Google Workspace; quick to learn Shop-Ware, ClickUp, and our phone system

• Experience with a shop or practice-management system (Shop-Ware, ServiceTitan, Tekmetric, or similar) is a strong plus

• Able to work on-site in San Jose, Monday–Friday, 9:00–6:00 — no exceptions

• Comfortable in a working shop environment: PPE, cars being moved, the noise of a real fabrication floor

How to apply

Send your resume along with a short note (2–3 sentences) about a time you kept a busy front desk or office running smoothly with a lot of moving pieces. Applications without this note will not be considered.

If your background fits the seat, we'll invite you to complete a short behavioral assessment we use to understand how people actually work — about 15 minutes. Treat the invitation as a green light worth your time.

FFR Fabrication & Repair is a small, tight team doing some of the best classic-car work in the Bay Area. The right person here isn't “support staff” — they're the front door of the brand, and we treat the seat that way.

What you'd own

The front door. Answer calls, greet visitors, and make every client, vendor, and walk-in feel professionally handled. Do early discovery with prospective clients, help the right ones into our evaluation process, and graciously point the wrong ones toward a better-fit shop.

Client intake & sales support. Collect intake details, prepare service agreements, send retainer and evaluation instructions, confirm meetings, and keep the handoff from “interested” to “in the shop” clean.

Project administration. Create and maintain client and project records, organize signed documents, keep Shop-Ware and Google Drive accurate, and make sure the team can find what they need.

Scheduling & coordination. Vehicle drop-offs and pick-ups, vendor visits, towing, client meetings, and internal calendars.

Billing & purchasing support. Send client invoices and handle careful data entry in QuickBooks Online (no accounting background required — we have an accountant). Purchase requested parts, track them in Shop-Ware, and receive them when they arrive. Manage sublets and outside vendors and follow up to keep jobs moving.

Office presentation & process. Own the client-facing condition of the office and lobby, follow written procedures, use approved company systems, and flag gaps when you spot them.

Who actually thrives here

• You close loops. Hand you something and it comes back done and confirmed — not half-finished, not “I think so.” You own the outcome even when you don't control every piece.

• You're warm and brief. People feel taken care of and you know how to wrap a call so everyone gets their time back.

• When you don't know the answer, your instinct is “here's how I'll get it,” not “we can't do that.”

• You stay steady in a fast, sometimes-blunt shop, and you bounce back fast.

• You run your own show — you learn a system once, make it yours, and don't need to be told twice.

• You're genuinely comfortable in a working shop. This is not a quiet corporate lobby, and you wouldn't want it to be.

• You're discreet and trustworthy — this seat touches client information and company purchasing, and we build it on clear systems and accountability.

This role is probably not for you if...

• You like direction and steady rails — you'd rather be shown the system than build your own.

• You'd rather work the keyboard than the phone; a quiet desk most of the day sounds about right.

• You want a clean corporate lobby, not a working shop.

• You like feedback gentle and scheduled, not direct and in the moment.

• A fast, blunt, change-on-a-dime day wears you out more than it fires you up.

We'd rather be honest now than waste your time later.

Compensation

$41–$48 per hour, depending on experience and on the strength of both halves of the job — front-of-house judgment and back-office reliability. This range reflects the dual skill set required, not entry-level admin work.

Company Description

We're a small, tight crew, not a volume shop. Everyone here is close to the work and close to the standard — there's nowhere to hide, and no interest in hiding. We'd rather do fewer builds at a level we're proud of than turn cars for the sake of turning them. If you do your trade at a high level, sweat the details, and want your work to actually matter, you'll fit how we operate.

Company Description

FFR Fabrication & Repair is a premium classic-car restoration and fabrication shop in San Jose, California. We build and restore high-end vehicles for owners making a serious investment — cars they've chased for years, inherited, or want brought back better than new. Work like that only happens with people who take real pride in their craft and own the outcome of what they touch. We're a small, tight crew, not a volume shop. Everyone here is close to the work and close to the standard — there's nowhere to hide, and no interest in hiding. We'd rather do fewer builds at a level we're proud of than turn cars for the sake of turning them. If you do your trade at a high level, sweat the details, and want your work to actually matter, you'll fit how we operate.

FFR Fabrication

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