Office Manager
Position Summary
The 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.
Key Responsibilities
Manage day-to-day office operations and administrative functions
Maintain organized records, job files, and documentation
Oversee office supplies, systems, and equipment
Develop and improve office procedures for efficiency
Schedule service calls, installations, and project work
Dispatch technicians efficiently based on priority, location, and skill set
Monitor job progress and adjust schedules as needed
Communicate schedule updates to technicians and customers
Prepare invoices, estimates, and work orders
Ensure accurate job costing and tracking
Process payments and coordinate with accounting
Monitor accounts receivable and assist with collections
Act as a liaison between field technicians and management
Support hiring, onboarding, and training of office staff
Aid technicians with job information, materials, and documentation
Facilitate communication across departments
Ensure compliance with permits, licenses, and safety regulations
Maintain insurance certificates and vendor records
Track warranties, contracts, and service agreements
Generate reports on job performance, revenue, and productivity
Track KPIs such as job completion rates and service times
Identify areas for operational improvement
Assist management in strategic planning
Required Skills & Qualifications
Experience: 2–5+ years in office management, preferably in a trades or service industry
Experience with dispatching or scheduling software
Skills: Strong organizational and multitasking abilities, excellent communication and customer service skills, knowledge of invoicing, billing, and basic accounting, problem-solving and decision-making skills, proficiency in Microsoft Office and business software
Preferred Qualifications: Experience managing teams or supervising office staff, familiarity with CRM or field service management tools