Office Manager

Office ManagerA long-established commercial and industrial contractor is seeking an experienced Office Manager to lead administrative operations, customer service workflow, dispatch coordination, billing, and compliance. This is a newly created, on-site role reporting directly to ownership and designed for a highly organized professional who thrives in a fast-paced service environment.Bookkeeping and payroll are managed externally, allowing this position to focus on customer communication, scheduling, invoicing, receivables, and day-to-day office management.Reports ToOwnerWorks WithTrade leads (HVAC, Electrical) and field techniciansScheduleMonday–Friday, standard business hours No nights, weekends, or on-call rotationLocationArlington, Texas$60,000 - $65,000 a yearKey ResponsibilitiesCustomer Service & DispatchServe as the primary point of contact for incoming customer callsLog, schedule, and dispatch service and warranty calls in coordination with trade leadsFollow up with customers after job completion and after quotes are issuedOversee and coordinate with the after-hours answering serviceBilling & Accounts ReceivablePrepare and issue invoices within 48 hours of job completionManage accounts receivable and conduct follow-up on past-due balancesPrepare progress billing for commercial projectsProvide job cost details and material documentation to the external accounting firmRecords & Office AdministrationMaintain job records, filing systems, and digital document managementCoordinate vendor communication, ordering, and deliveriesOversee daily office operations and workflowLicensing, Insurance & ComplianceMaintain a compliance calendar for trade licenses, continuing education, and certificationsManage insurance renewals and issue certificates of insuranceTrack permits from application through final inspectionProject & Administrative SupportComplete contractor pre-qualification packages and assemble bid submissionsCoordinate vehicle maintenance, registrations, and fuel card assignmentsMaintain tool and equipment inventory recordsSupport hiring coordination, onboarding, and apprentice hour trackingQualifications Required3+ years of office management or administrative experience in construction, trades, or field serviceProficiency with QuickBooks Online, including invoicing and accounts receivableExperience managing receivables and customer collectionsStrong organizational skills with the ability to manage recurring deadlines independentlyProfessional phone presence and customer service skillsPreferredExperience with electrical, HVAC, plumbing, or mechanical contractorsFamiliarity with Texas licensing requirements (TDLR), EPA 608 tracking, or certificates of insuranceDispatch or crew scheduling experienceExperience preparing bid packages or contractor pre-qualification submissionsWhat We OfferMonday–Friday schedule with no nights, weekends, or on-call rotationDirect working relationship with ownership and full autonomy within the roleA stable, long-standing company with more than fifty years in the commercial and industrial marketA structured 90-day onboarding plan