Portsmouth, RI

Digital Operations & CRM Manager

The Role

You will own the company's CRM, Microsoft 365 environment, and AI-driven workflows. This role blends systems design, operations thinking, and hands-on implementation. Your mission is to transform the company into a consistent, scalable, data-driven operation.

The Organization

Our client is a premier roofing and architectural metals firm serving luxury homes, historic estates, and high-end coastal properties across Rhode Island and Southern New England. As the organization scales past $10M+ annually, it is replacing spreadsheets and tribal knowledge with a modern, integrated digital operations backbone. This is a rare opportunity to build a complete system, from CRM to Microsoft 365 to AI-powered workflows, directly alongside ownership, with full authority to design, implement, and enforce the digital standards that will carry the company into its next decade.

Core Responsibilities

CRM Ownership: Evaluate, select, and implement a CRM built for construction and trades.
Data Structures: Build data structures for leads, estimates, jobs, customers, properties, and vendors.
Workflow Automation: Create automated workflows for intake, proposals, job status, and follow-up.
Dashboards: Develop dashboards for pipeline, backlog, close rates, and forecasting.
Microsoft 365: Standardize Outlook, SharePoint, OneDrive, Teams, and Planner usage.
Governance: Implement folder structures, permissions, naming conventions, and version control.
Account Security: Manage user accounts, security, backups, and basic compliance.
AI Tools: Deploy Power Automate, Copilot, and other AI tools to eliminate repetitive tasks.
Process Automation: Build automations for proposals, change orders, job closeout packages, and reporting.
Templates: Create AI-assisted templates for emails, proposals, site notes, and customer communication.
Workflow Mapping: Map workflows from lead to estimate to proposal to job to invoice to warranty.
SOP Development: Convert workflows into clear SOPs and system-based processes.
Playbook: Maintain a living Operations Playbook.
Training: Train office and field staff on CRM, Microsoft 365, and AI workflows.
Standards Enforcement: Enforce standards for data quality, naming conventions, and usage.
Adoption Monitoring: Monitor adoption and refine workflows based on feedback.
Data Quality: Ensure clean, validated data across all systems.
Reporting: Deliver weekly owner dashboards and monthly KPI reporting.
Operational Insights: Surface insights that improve scheduling, profitability, and customer experience.

Candidate Profile

CRM Experience: Strong experience with CRM platforms such as HubSpot, Zoho, Dynamics, and similar systems.
Microsoft 365: Solid Microsoft 365 administration skills.
Industry Background: Experience in construction, trades, or field-service operations.
Process Mindset: Process-driven thinker with strong communication and training ability.
Automation Skills: Comfortable building automations and using AI tools.
Bonus Experience: Roofing or GC experience, CRM implementation from scratch, and job-costing familiarity.

Compensation & Performance

Competitive salary based on experience, plus performance incentives tied to adoption, efficiency gains, and system reliability.

Digital Operations & CRM Manager

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