Office Manager

## Overview ## **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. ### **1. Office & Administrative Management** - 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 ### **2. Scheduling & Dispatching** - 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 ### **3. Customer Service** - Serve as the primary point of contact for customers - Handle incoming calls, emails, and service requests - Resolve customer concerns and ensure high satisfaction - Provide job updates, timelines, and follow-ups ### **4. Billing & Financial Coordination** - 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 ### **5. Team Coordination & Support** - Act as a liaison between field technicians and management - Support hiring, onboarding, and training of office staff - Assist technicians with job information, materials, and documentation - Facilitate communication across departments ### **6. Compliance & Documentation** - Ensure compliance with permits, licenses, and safety regulations - Maintain insurance certificates and vendor records - Track warranties, contracts, and service agreements ### **7. Reporting & Operational Oversight** - 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 ## **Work Environment** - Office-based role with frequent communication with field personnel - Fast-paced environment with multiple priorities and deadlines - May require occasional after-hours coordination ## **Success Metrics** - On-time job scheduling and completion rates - Customer satisfaction scores - Accuracy of billing and job documentation - Efficiency of technician utilization - Office workflow effectiveness