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About the Role
What We’re Looking For
We’re seeking a dedicated Office Manager with an expert level of communication and a knack for leadership and organization.
What You’ll Do:
A. Scheduling & Dispatch
Manage the master schedule in Housecall Pro.
Assign technicians to jobs based on Production Manager’s guidance.
Send job confirmations to customers and technicians.
Update the schedule promptly for emergencies or changes.
B. Administrative Operations
Create, update, and close work orders.
Maintain permits, warranties, and service agreements.
Track job costs and verify tax rates.
C. Financial Coordination
Generate and send invoices within 24 hours of job completion.
Follow up on unpaid invoices and communicate with leadership.
Assist with expense tracking and job profitability summaries.
D. HR & Internal Systems
Maintain employee records, onboarding checklists, and compliance forms.
Collect and verify timesheets; prepare for payroll.
Support leadership in scheduling meetings, trainings, and documentation updates.
E. Documentation & Reporting
Review all job documentation in the CRM for accuracy and completion.
Verify technician timesheets for payroll.
Work with the Production Manager to confirm documentation reflects field reality.
Prepare weekly operations reports for leadership review.
This list provides a general outline of the role and may evolve over time to meet the needs of the company.
Requirements
Education & Licensing:
High School Diploma or GED required.
Bachelor’s Degree Preferred
Experience & Skills:
Excellent communication skills to work effectively with customers, technicians, and management.
Strong project management skills, including the ability to handle multiple deadlines and budgets. (Preferably overseeing plumbing projects)
Prior experience managing a team.
Proficiency in verbal and written communication.
Ability to adapt to change and continuously seek process improvements.
Other Requirements:
A valid driver’s license for travel to job sites.
Ability to pass a criminal background check.
Physical fitness to handle the demands of the job, including occasional heavy lifting and working in various conditions.