Office Manager

Job Description

Job Description

1. Job Summary:

The Office Manager is responsible for overseeing and coordinating the administrative, human resources, accounting, and office operations functions of Burke Plumbing & Heating Inc. This position serves as a central operational leader within the office and ensures efficient coordination between field operations, leadership, accounting, customers, and employees.
This role requires strong organizational, communication, leadership, financial, and operational management skills in a fast-paced service business environment.

 

1. Reporting Relationships:

• Reports to the President directly and works closely with the management team and support staff.
• Direct Reports: Software Administrator and all office staff.

 

1. Duties and Responsibilities:

Administrative & Office Management

• Answers, attends and/or transfers phone calls, screening when necessary. Inbound and outbound.
• Prepares agendas and schedules for meetings. Records and distributes minutes or other records.
• Oversee daily office operations
• Supervise office administrative personnel
• Develop and maintain administrative procedures
• Coordinate communication between departments
• Maintain organized digital and physical records
• Manage office supplies and equipment
• Support leadership with administrative reporting and coordination
• Manage incoming mail, documentation, and correspondence
• Coordinate company meetings and internal communications.

Human Resources Responsibilities
Recruiting & Hiring

• Coordinate recruiting efforts and job postings
• Screen applicants and schedule interviews
• Assist managers with candidate selection
• Coordinate background checks, reference checks, and license verification
• Prepare employment offers and hiring documentation

Onboarding

• Manage employee onboarding process
• Prepare new hire paperwork and compliance documentation
• Coordinate uniforms, devices, credentials, and system access
• Facilitate orientation and company policy training
• Coordinate onboarding schedules with department managers

Training Coordination

• Maintain employee training schedules and records
• Coordinate technical and safety training
• Track licenses, certifications, and continuing education requirements
• Coordinate manufacturer and compliance training programs
• Support leadership development initiatives

Performance Management

• Coordinate employee review processes
• Maintain performance documentation
• Support corrective action and disciplinary processes
• Track KPI and productivity reporting for employee reviews
• Assist managers with employee coaching documentation

Compensation Administration

• Maintain compensation records
• Support payroll changes and commission tracking
• Coordinate benefit enrollment and changes
• Assist leadership with compensation benchmarking
• Maintain PTO and attendance records

Retention & Employee Engagement

• Support employee engagement initiatives
• Coordinate employee recognition programs
• Assist with employee communication and morale initiatives
• Monitor turnover trends and staffing needs
• Support workplace culture initiatives

HR Compliance

• Maintain personnel files and HR records
• Ensure compliance with labor laws and employment regulations
• Coordinate workers’ compensation documentation
• Support safety documentation requirements
• Maintain confidentiality of employee records

Accounting Responsibilities
Accounts Receivable

• Monitor customer accounts and aging reports
• Coordinate collections activities
• Process customer payments and deposits
• Reconcile customer account discrepancies
• Support invoice management and billing processes
• Monitor financing receivables and payment status
• Communicate with customers regarding outstanding balances

Payroll Administration

• Coordinate payroll processing though ADP
• Review employee time records and payroll submissions
• Verify commissions, bonuses, and incentive calculations
• Coordinate payroll changes and deductions
• Maintain payroll records and reporting
• Support payroll tax and compliance documentation

Financial Administrative Support

• Assist with financial reporting preparation
• Maintain organized accounting documentation
• Support budgeting and administrative expense tracking
• Assist with cash flow reporting and administrative cost controls

Procurement & Vendor Management Responsibilities (Support)
Vendor Management

• Support vendor onboarding and documentation
• Maintain vendor insurance and compliance records

Vendor Negotiations & Pricing Agreements

• Support contract and purchasing agreement administration

Credit Management

• Monitor vendor credit limits and account standing
• Assist with customer credit applications and documentation
• Assist with financing and payment arrangements
• Maintain purchasing and credit records

Compliance & Risk Management

• Maintain business licenses and permits
• Support insurance renewals and documentation
• Support safety compliance administration
• Support vehicle and fleet management
• Support cybersecurity and confidentiality protocols

Technology & Systems Administration (support)

• Support office technology systems and software
• Assist with field service software administration
• Maintain organized digital filing systems
• Support reporting and dashboard management
• Support software vendor communication

 

1. Requirements:

1. Skills & Abilities:

Administrative & Leadership Skills

• Strong organizational and leadership abilities
• Advanced multitasking and prioritization skills
• Excellent communication and interpersonal skills
• Professional conflict resolution ability
• High attention to detail and accuracy
• Strong decision-making and problem-solving ability
• Customer Service skills

Financial & Operational Skills

• Understanding of accounting and payroll processes
• Accounts receivable and collections management
• Financial reporting and administrative analysis
• Budget tracking and cost control awareness

HR & Compliance Skills

• Recruiting and onboarding coordination
• HR documentation and confidentiality management
• Employment compliance awareness
• Training coordination and personnel administration
• Employee relations and performance support

Technical Skills

• Microsoft Office Suite proficiency
• Google Workspace proficiency
• Accounting software experience preferred: QuickBooks
• Field service software experience preferred: ServiceTitan
• Payroll system experience preferred

 

1. Education & Experience:

• Associate’s or Bachelor’s degree in Business Administration, Accounting, Human Resources, or related field required.
• 5+ years administrative or office management experience
• Home services, construction, or trade industry experience strongly preferred
• Experience with accounting, payroll, HR, and procurement functions
• Experience working with QuickBooks Online
• Supervisory or leadership experience preferred

 

1. Physical Requirements and Conditions:

• Primarily office-based environment
• Extended periods of sitting and computer use
• Frequent phone and communication activity
• Occasional lifting of office supplies and files
• Ability to manage fast-paced operational environments

Benefits: Vacation, Health Insurance, 401K

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