Office Manager – Plumbing & HVAC

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

📋 Description

• Handle incoming calls and schedule service appointments, emergencies, and estimates.

• Present financing and membership options when applicable.

• Organize and assign technician jobs using Housecall Pro, including same-day and emergency requests.

• Keep customers informed about technician arrival times.

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

• Promptly send invoices and follow up on outstanding receivables.

• Ensure accurate data entry in Housecall Pro, covering job details, technician hours, material expenses, receipts, job images, lead-source tags, and price catalog updates.

• Confirm proper app usage by technicians.

• Monitor and manage permits, certificates of insurance, and town regulations.

• Collaborate with the bookkeeper, marketing agency, and payroll provider.

• Provide reports to the owner regarding calls, bookings, estimate pipeline, completed jobs, and receivables.

• Adhere to and update office Standard Operating Procedures (SOPs).

• Train and oversee future office personnel following SOPs.

⛳️ Requirements

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

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

• Proven experience dispatching a team of technicians, including same-day and emergency calls.

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

• Strong follow-up skills for estimates and invoicing.

• Ability to manage phone calls, schedules, and follow-ups concurrently.

• Comfortable working independently for a busy owner.

• Must be available for full-time work during US Eastern business hours.

🏝️ Benefits

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

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

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

• 16 days of Paid Time Off (PTO).

• Opportunities for career advancement and development.

• Clear bonus and salary increase opportunities.

• Flexible remote work environment.

• Emphasis on work/life balance.