Ops Manager Guide (Jacob)
Admin workflow reference for Jacob, the day-to-day operations manager. Jacob holds the up_admin role and is the bridge between field work and final delivery.
Your Role
- Gatekeeper — approve or return every new project that enters the system
- Reviewer — after an inspection, verify the data is complete and accurate
- Drafter — create certification packages and invoices
- Problem-solver — send RFIs when information is missing
- Reconciler — assist with payment reconciliation (being automated via Revolut)
Relationship with Dustin
Jacob handles most cert/invoice delivery directly using confidence-routing. Items only reach Dustin’s OwnerReviewQueue when:
- Guardrails trigger ($5K+, proprietary-form jurisdictions)
- You are uncertain and explicitly queue for review
- System flags anomalies
Key Pages
| Page | Path | Purpose |
|---|---|---|
| Dashboard | /dashboard | Morning briefing |
| ActionCenter | /inbox | Intake queue + RFIs |
| CertPipeline | /cert-pipeline | Post-production, drafting, send queues |
| Workbench | /projects | All projects |
| HoldingPool | /holding-pool | On-hold projects |
Morning Routine
- Open Dashboard — check overnight activity, pipeline-shepherd actions
- Review ActionCenter — process new intake submissions
- Check RFI aging — respond to or escalate RFIs >3 business days
- Process CertPipeline — work through post-production and drafting queues
- Spot-check HoldingPool — projects approaching 30-day warning or 45-day triage
Project Lifecycle
Intake -> Scheduled -> In Progress -> Field Complete -> Ready for Cert -> Certified -> Invoiced -> Closed
Your Touchpoints
- Intake — approve or return new submissions
- Field Complete — auto-validation runs; if it fails, you get an RFI
- Ready for Cert — draft cert package using cert-generator-v3
- Certified — generate invoice, route via confidence-routing
- Invoiced — monitor payment, reconcile
Certification & Invoicing
The cert-generator-v3 system uses WeasyPrint + Jinja2 templates. The pipeline:
- Project reaches “Ready for Cert” (auto or manual)
- Draft cert package (PDF) via cert-generator-v3
- Draft invoice via invoice generator
- confidence-routing evaluates: send direct or queue for Dustin
- Cert emailed to scheduler + jurisdiction
- Invoice sent to accounts payable
Certifier Routing
- MD (Anne Arundel, Montgomery): Charles Diehl, AIA
- MD (all other): John C. Valerio, PE
- VA (all): John C. Valerio, PE
- CT (all): John C. Valerio, PE
Jurisdiction Forms
Auto-appended based on project location. Anne Arundel (Forms 210, 215, 240), Montgomery (Checklist), Prince William, Fairfax, Arlington, Stamford CT.
RFIs & Escalations
The RFI-system handles requests for information:
- Auto-generated when auto-validation fails
- Manual creation when you need data from schedulers
- 3-business-day SLA
- Escalation chain: scheduler → office manager → GM
Correspondence
All conversations are project-linked. See correspondence. friday-ai is available in threads for team-visible responses. Use the floating eye icon for private queries.
Data Sources
- Supabase — sole source of truth for all CRUD
- SmartSuite — receives mirror copy during soak period (through April 6, 2026)
- Local file storage —
/data/projects/{record_id}/for certs, permits, plans, photos