Office Manager – Plumbing & Heating

This is a fully remote position, open to applicants in United States.

📋 Description

• Handle incoming calls, as well as LSA and Angi leads, to schedule diagnostic and dispatch visits during the initial call.

• Direct unusual inquiries, like boiler work, to the owner.

• Manage the Housecall Pro schedule, including arrival timeframes, schedule modifications, and customer rescheduling.

• Create invoices for every job, ensure payment collection upon completion, and oversee accounts receivable follow-ups for collections.

• Administer card-on-file and net-30 payment terms for commercial clients.

• Record all flat-rate estimates in Housecall Pro and keep their statuses up to date.

• Process payroll, onboarding, and offboarding tasks using Gusto, which includes handling I-9s, new-hire documentation, uniforms, and equipment tracking.

• Obtain permits, reserve equipment, issue Certificates of Insurance (COIs), and monitor license renewal processes.

• Check the general office inbox on a daily basis.

• Provide weekly office reports generated from Housecall Pro.

• Document recurring tasks as Standard Operating Procedures (SOPs) and manage Housecall Pro configurations.

⛳️ Requirements

• Minimum of 2 years in office management, dispatch, or operations coordination, preferably within plumbing, HVAC, or field services.

• Familiarity with Housecall Pro or a similar Field Service Management (FSM) platform (like ServiceTitan or Jobber).

• Strong telephone communication skills.

• Exceptional written and spoken English proficiency.

• Capable of independently managing tasks from inception to completion and following up without close supervision.

• Highly organized and detail-oriented, with a commitment to documenting processes.

🏝️ Benefits

• Work in a remote, people-centric environment that prioritizes career development.

• Extensive benefits package including HMO, PTO, along with transparent bonus, salary increase, and career advancement opportunities.

• Emphasis on teamwork, collaboration, and maintaining work/life balance.

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

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

• Comprehensive health benefits for employees and their dependents, including health, life, vision, and dental insurance.

• 16 days of paid time off (PTO).