Office Manager

Position SummaryThe 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 ManagementManage day-to-day office operations and administrative functionsMaintain organized records, job files, and documentationOversee office supplies, systems, and equipmentDevelop and improve office procedures for efficiency2. Scheduling & DispatchingSchedule service calls, installations, and project workDispatch technicians efficiently based on priority, location, and skill setMonitor job progress and adjust schedules as neededCommunicate schedule updates to technicians and customers3. Customer ServiceServe as the primary point of contact for customersHandle incoming calls, emails, and service requestsResolve customer concerns and ensure high satisfactionProvide job updates, timelines, and follow-ups4. Billing & Financial CoordinationPrepare invoices, estimates, and work ordersEnsure accurate job costing and trackingProcess payments and coordinate with accountingMonitor accounts receivable and assist with collections5. Team Coordination & SupportAct as a liaison between field technicians and managementSupport hiring, onboarding, and training of office staffAssist technicians with job information, materials, and documentationFacilitate communication across departments6. Compliance & DocumentationEnsure compliance with permits, licenses, and safety regulationsMaintain insurance certificates and vendor recordsTrack warranties, contracts, and service agreements7. Reporting & Operational OversightGenerate reports on job performance, revenue, and productivityTrack KPIs such as job completion rates and service timesIdentify areas for operational improvementAssist management in strategic planningRequired Skills & QualificationsExperience2-5+ years in office management, preferably in a trades or service industryExperience with dispatching or scheduling softwareSkillsStrong organizational and multitasking abilitiesExcellent communication and customer service skillsKnowledge of invoicing, billing, and basic accountingProblem-solving and decision-making skillsProficiency in Microsoft Office and business softwarePreferred QualificationsExperience managing teams or supervising office staffFamiliarity with CRM or field service management toolsWork EnvironmentOffice-based role with frequent communication with field personnelFast-paced environment with multiple priorities and deadlinesMay require occasional after-hours coordinationSuccess MetricsOn-time job scheduling and completion ratesCustomer satisfaction scoresAccuracy of billing and job documentationEfficiency of technician utilizationOffice workflow effectiveness