Office Manager

Overview Position Summary The Trades Office Manager oversees daily administrative operations for a trades business (such as HVAC, plumbing, electrical). This role ensures efficient scheduling, customer service, job tracking, billing, and coordination between field technicians and office staff. 1. Office & Administrative Management Manage day-to-day office operations and administrative functions Maintain organized records, job files, and documentation Oversee office supplies, systems, and equipment Develop and improve office procedures for efficiency 2. Scheduling & Dispatching Schedule service calls, installations, and project work Dispatch technicians efficiently based on priority, location, and skill set Monitor job progress and adjust schedules as needed Communicate schedule updates to technicians and customers 3. Customer Service Serve as the primary point of contact for customers Handle incoming calls, emails, and service requests Resolve customer concerns and ensure high satisfaction Provide job updates, timelines, and follow-ups 4. Billing & Financial Coordination Prepare invoices, estimates, and work orders Ensure accurate job costing and tracking Process payments and coordinate with accounting Monitor accounts receivable and assist with collections 5. Team Coordination & Support Act as a liaison between field technicians and management Support hiring, onboarding, and training of office staff Assist technicians with job information, materials, and documentation Facilitate communication across departments 6. Compliance & Documentation Ensure compliance with permits, licenses, and safety regulations Maintain insurance certificates and vendor records Track warranties, contracts, and service agreements 7. Reporting & Operational Oversight Generate reports on job performance, revenue, and productivity Track KPIs such as job completion rates and service times Identify areas for operational improvement Assist management in strategic planning Required Skills & Qualifications Experience 2–5+ years in office management, preferably in a trades or service industry Experience with dispatching or scheduling software Skills Strong organizational and multitasking abilities Excellent communication and customer service skills Knowledge of invoicing, billing, and basic accounting Problem-solving and decision-making skills Proficiency in Microsoft Office and business software Preferred Qualifications Experience managing teams or supervising office staff Familiarity with CRM or field service management tools Work Environment Office-based role with frequent communication with field personnel Fast-paced environment with multiple priorities and deadlines May require occasional after-hours coordination Success Metrics On-time job scheduling and completion rates Customer satisfaction scores Accuracy of billing and job documentation Efficiency of technician utilization Office workflow effectiveness #J-18808-Ljbffr Heblon Heating & Cooling