Plumbing office manager dispatch

Job Description

Job Description

This is a hands-on role. You will be the hub between customers, technicians, and ownership.

Responsibilities

Dispatch & Scheduling

•  Answer, triage, and book incoming service, repair, install, and emergency calls

•  Dispatch plumbers and HVAC technicians by skill, location, availability, and job type

•  Build and adjust daily/weekly schedules; handle same-day emergencies, callbacks, weather, and no-shows

•  Route jobs to reduce drive time and keep techs productive

•  Keep the service calendar accurate; track job status from booked → in progress → complete

•  Send appointment confirmations, ETAs, and status updates to customers

•  Coordinate after-hours / on-call coverage as needed

•  Make sure techs leave with correct address, job notes, photos, parts info, and customer history

Customer Service

•  Be the first point of contact by phone, text, email, and online inquiries

•  Handle questions on pricing, scheduling, warranties, invoices, and job status

•  Resolve complaints and service issues professionally and quickly

•  Follow up after completed jobs for satisfaction and reviews

•  Support estimate follow-up and booking of sold work

•  Maintain a professional, calm tone on busy days

Office & Operations

•  Run day-to-day office operations and keep the office organized

•  Maintain customer files, job folders, permits, contracts, warranties, and insurance certificates

•  Support permits, inspections, and job documentation

•  Order office supplies and coordinate vendors

•  Help create and follow office/dispatch SOPs

•  Assist with onboarding office staff and field team paperwork

•  Coordinate fleet basics as needed (service reminders, registration docs, etc.)

•  Support ownership with reports, job lists, and special projects

Billing, Books & Admin (Jobber + QuickBooks a plus)

•  Create and send invoices; process payments and deposits

•  Track accounts receivable and follow up on past-due invoices

•  Enter bills, track accounts payable, and organize receipts

•  Support job costing, time tracking, and payroll inputs

•  Keep records clean so jobs, invoices, and payments match

•  Experience with Jobber (scheduling, dispatch, quoting, invoicing, customer communication) is a strong plus

•  Experience with QuickBooks Online (invoicing, AR/AP, bank feeds, basic reporting) is a strong plus

What we’re looking for

•  2+ years office management, dispatch, CSR, or admin experience (plumbing, HVAC, electrical, or other field-service trades strongly preferred)

•  Excellent phone skills and customer service

•  Strong organization, multitasking, and follow-through in a fast-paced office

•  Comfortable making decisions when schedules change

•  Proficient with computers (email, calendars, Google Workspace or Microsoft Office)

•  Reliable, professional, and able to work with technicians and ownership

•  Valid driver’s license and ability to work on-site during business hours

Nice to have

•  Jobber (or ServiceTitan / Housecall Pro / similar FSM software)

•  QuickBooks Online

•  Knowledge of SoCal service areas and local permit basics

•  Bilingual English/Spanish

•  Prior plumbing or HVAC office experience

Compensation & schedule

•  Full-time, primarily Monday–Friday office hours (exact hours to be discussed)

•  Competitive pay based on experience

•  Benefits and PTO to be discussed with qualified candidates

To apply: Send a short note about your office/dispatch experience and a resume to [your email]. Include “Office Manager