Office Manager – Plumbing & Heating

This is a fully remote position, open to applicants in New Hampshire.

📋 Description

• Respond to incoming calls and schedule service calls, repairs, and estimates.

• Oversee the shared inbox and leads from website forms; follow up on after-hours inquiries.

• Organize and dispatch jobs using Jobber.

• Send notifications to customers regarding their arrival window and “on the way” texts.

• Follow up on open estimates until they are either accepted or rejected.

• Issue invoices and payment links through Jobber.

• Manage deposit and progress billing for remodeling projects.

• Follow up on outstanding balances and manage collections.

• Maintain data in Jobber, including time tracking, material costs, lead-source tags, and price catalog updates.

• Ensure synchronization between Jobber and QuickBooks Online.

• Track and coordinate plumbing and gas permits.

• Request certificates of insurance for commercial clients.

• Collaborate with the bookkeeper, CPA, ADP payroll service, and website/marketing agency.

• Provide regular reports on calls, bookings, estimates, completed jobs, and receivables.

• Adhere to and update office SOPs while organizing shared systems.

• Achieve performance targets for call answering, lead response, bookings, estimates, invoicing, receivables, data accuracy, permits, and vendor tasks.

⛳️ Requirements

• Minimum of 2 years' experience in office management, dispatch, customer service, or operations coordination, preferably in plumbing, HVAC, or similar home service industries.

• Practical experience with Jobber, or with platforms such as Housecall Pro, ServiceTitan, FieldPulse, or similar.

• Proficiency in QuickBooks Online, with a focus on invoicing and payments.

• Exceptional spoken English and a friendly, confident phone demeanor.

• Strong ability to follow up effectively.

• Capable of managing calls, schedules, and follow-ups simultaneously.

• Comfortable working independently, as the owner will be on job sites most of the day.

• Must be available to work full-time from 7:30 a.m. to 4:30 p.m. US Eastern Time.

• Familiarity with Jobber, heating work, plumbing services, permits, certificates of insurance, remodel billing, ADP, bookkeeping, or streamlining small business processes is a plus but not mandatory.

🏝️ Benefits

• Guaranteed annual bonus equating to one month's salary.

• Performance-based annual bonus of up to 1.5 times one month's salary, contingent on quarterly performance evaluations.

• Comprehensive health benefits package, including coverage for dependents: health, life, vision, and dental insurance.

• 16 days of paid time off (PTO).

• Opportunities for career growth and advancement.

• Remote work environment.

• Emphasis on work/life balance.