Chief of Staff

THE OPPORTUNITY

Insight Glass is a Bay Area institution — a 37-year-old window and door company serving the greater San Francisco Bay Area — expanding into the residential replacement market with a new Fremont showroom.

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This role is not a traditional executive position. The owner drives strategy. Your job is to be the operational engine that executes it — coordinating across two locations and all departments, keeping the office running, and ensuring every team stays on track against the roadmap. You will work closely with the owner to manage day-to-day operations while building the systems and relationships that allow the business to scale.

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You will split your time between our Benicia headquarters and our Fremont showroom, with the majority of your time based in Benicia. If you are a sharp, systems-oriented operator who thrives in a high-ownership environment, uses AI to work smarter every day, and wants to grow with a business that has the reputation and infrastructure to win — this is your seat.

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WHAT YOU'LL OWN

• Office Administration: HR onboarding, vendor contracts, policy documentation, and intercompany coordination across both locations.
• Roadmap Execution: Carry the owner's strategic direction forward — tracking milestones, coordinating departments, and surfacing blockers before they become problems.
• Department & Staff Oversight: Day-to-day coordination of sales, installation, marketing, and service teams. Ensure each department executes against its targets with clear accountability.
• Contractor & Vendor Coordination: Manage relationships with 1099 sales reps, outsourced installers, and marketing consultants. California AB5 compliance, contract management, and performance tracking.
• Customer & Project Coordination: Oversee the homeowner journey from signed contract through completed installation — scheduling, communication, issue resolution, and post-project follow-up.
• Marketing Coordination: Coordinate with marketing consultants managing a substantial advertising budget across digital and traditional channels. Track spend, lead attribution, and ROI.
• Showroom Operations: Support operations at the Fremont showroom — CRM pipeline, estimate workflow, installation scheduling, and brand/service standards.
• Systems & Process Management: Own the operational toolstack including CRM, quoting workflows, and IES integration. Identify and deploy AI-driven automation and process improvements.

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AI FLUENCY — NON-NEGOTIABLE

We run AI-powered workflows across quoting, CRM, reporting, and communications. You don't need to be a developer — but you need to be genuinely comfortable using tools like ChatGPT, Claude, and emerging AI platforms to automate tasks, draft documents, analyze data, and build internal tools. We expect this role to proactively identify and deploy AI solutions that save the team time. Candidates who have not adopted AI into their daily work will not be competitive here.

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WHAT WE'RE LOOKING FOR

• Industry background in home improvement, construction, or building materials. You understand how window and door sales and installation businesses work.
• 5+ years in an operations, office management, or business administration role — ideally at a small-to-mid-size company where you wore multiple hats.
• Experience with Intuit QuickBooks, QuickBooks Online, or Intuit Enterprise Suite (IES). Comfortable coordinating bookkeeping workflows and understanding multi-entity accounting structures.
• Demonstrated AI fluency — actively using Claude, ChatGPT, Gemini, or similar tools for real daily work tasks including drafting, analysis, and workflow automation.
• Experience managing 1099 contractors and working knowledge of California AB5 compliance requirements.
• Strong written communication skills. You draft contracts, policies, vendor correspondence, and internal documentation clearly and professionally.
• CRM and project management tool experience — platforms such as JobNimbus, Builder Prime, MarketSharp, or similar home improvement CRMs.
• Proven ability to coordinate across multiple departments and stakeholders, translating leadership direction into clear priorities and accountability.
• Comfort with a fast-moving, multi-location environment — organized under ambiguity and skilled at keeping multiple workstreams moving in parallel.

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BONUS POINTS

• CSLB licensing knowledge or experience supporting contractor licensing in California
• Familiarity with window and door manufacturers (Andersen, Milgard, AMSCO)
• Experience coordinating accounting workflows across multiple related business entities
• Prior experience at a company operating across both commercial and residential channels
• Knowledge of federal IRA tax credit programs for residential window and door replacement

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ABOUT INSIGHT GLASS

Founded in 1987, Insight Glass has spent nearly four decades earning the trust of the Bay Area's largest homebuilders. Operating from a 25,000 sq ft facility in Benicia, we deliver window and door projects for major subdivision developments across the region.

The Fremont showroom represents our next chapter — bringing the same operational rigor and service standards that built our commercial reputation directly to Bay Area homeowners seeking quality window and door replacement.

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POSITION DETAILS

• Base Salary: Competitive — Depending on Experience
• Employment Type: W2 · Full-Time
• Primary Location: Benicia, CA (On-Site)
• Secondary Location: Fremont, CA (On-Site)
• Start Date: Spring 2026
• Reports To: Owner / Founder