Office Manager

About the role

Position Summary A 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 To: Owner • Works With: Trade leads (HVAC, Electrical) and field technicians • Schedule: Monday–Friday, standard business hours (no nights, weekends, or on‑call rotation) • Location: Arlington, Texas

Responsibilities

• Serve as the primary point of contact for incoming customer calls
• Log, schedule, and dispatch service and warranty calls in coordination with trade leads
• Follow up with customers after job completion and after quotes are issued
• Oversee and coordinate with the after‑hours answering service
• Prepare and issue invoices within 48 hours of job completion
• Manage accounts receivable and conduct follow‑up on past‑due balances
• Prepare progress billing for commercial projects
• Provide job cost details and material documentation to the external accounting firm
• Maintain job records, filing systems, and digital document management
• Coordinate vendor communication, ordering, and deliveries
• Oversee daily office operations and workflow
• Maintain a compliance calendar for trade licenses, continuing education, and certifications
• Manage insurance renewals and issue certificates of insurance
• Track permits from application through final inspection
• Complete contractor pre‑qualification packages and assemble bid submissions
• Coordinate vehicle maintenance, registrations, and fuel card assignments
• Maintain tool and equipment inventory records
• Support hiring coordination, onboarding, and apprentice hour tracking

Qualifications

Required

• 3+ years of office management or administrative experience in construction, trades, or field service
• Proficiency with QuickBooks Online, including invoicing and accounts receivable
• Experience managing receivables and customer collections
• Strong organizational skills with the ability to manage recurring deadlines independently
• Professional phone presence and customer service skills

Preferred

• Experience with electrical, HVAC, plumbing, or mechanical contractors
• Familiarity with Texas licensing requirements (TDLR), EPA 608 tracking, or certificates of insurance
• Dispatch or crew scheduling experience
• Experience preparing bid packages or contractor pre‑qualification submissions

Benefits

• Monday–Friday schedule with no nights, weekends, or on‑call rotation
• Direct working relationship with ownership and full autonomy within the role
• A stable, long‑standing company with more than fifty years in the commercial and industrial market
• A structured 90‑day onboarding plan

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.