Office Manager, Residential Plumbing & Remodeling

About the company

The company is a business and growth operations firm helping home service owners scale their operations.

We design, build, and staff business and revenue operations so the shop runs on clear process, technology and data - so owners can work on the business instead of being trapped inside it.

We are a people-centered agency with a passion for leaving every employee and client in a better position than we found them.

Why Join the company?

• Impact the growth and success of small and medium-sized businesses.

• Work in a people-first, remote environment that values career growth.

• Access comprehensive benefits that include HMO, PTO, transparent bonus, raise and career pathways - with an overall emphasis on teamwork, collaboration, and work/life balance.

• Contribute to a culture that values partnership, service, and excellence.

Who We Serve

This is a remote, full-time position supporting a growing US residential plumbing and remodeling company. The company handles everything from everyday plumbing repairs to full remodeling projects. You’ll work US Central business hours.

The owner spends his time selling, pricing and closing jobs, often from the field. Day to day, you’ll be the person who keeps the office running: phones, schedules, estimates, invoices and follow-up. The company is building its office systems now. You’ll start with a newly set-up field service platform, documented SOPs and the full support of our team, and you’ll help shape how the office works from the start.

This role is for someone who wants to own the office and run it without waiting to be told what to do next.

What you’ll own

• The phones. You’re the first voice customers hear. Answer inbound calls and book service calls, repairs and remodel estimates, calmly and professionally.

• Scheduling and dispatch. Book and dispatch jobs in the field service software, and coordinate with technicians and project managers. Keep customers updated so the owner doesn’t have to step in.

• The estimate pipeline. Follow up on every open estimate until it’s won or declined, and keep the pipeline current so the owner always knows where each deal stands.

• Invoicing and collections. Send invoices as soon as jobs are done, and follow up on receivables so nothing ages without action.

• Clean system data. Keep the field service software accurate: time tracking, material costs, job details, lead-source tags and routine updates to the price catalog.

• Permits and compliance. Track and coordinate permits, certificates of insurance and local requirements as the owner directs.

• Vendors and support staff. Coordinate with the bookkeeper, marketing agency and payroll provider using documented processes. Oversee the day-to-day work of an existing virtual assistant.

• Reporting. Send the owner a regular report on calls, bookings, the estimate pipeline, jobs completed and receivables.

• SOPs. Follow the office SOP library and keep it updated as the business changes.

How you’ll be measured

• 95% or more of calls answered

• Every new lead contacted within 5 minutes

• 75% or more of qualified leads booked

• Every open estimate followed up on time, per the SOP, until it closes

• Invoices sent the day the job is completed

• Receivables kept within target, with nothing aging without action

• System data complete and accurate enough that the owner can trust the reports

• Permits, insurance certificates and vendor tasks done on time, every time

You’ll succeed here if you have

• 2 or more years in office management, dispatch, customer service or operations coordination, ideally in plumbing, HVAC, remodeling or other home services

• Hands-on experience with Housecall Pro, FieldPulse, ServiceTitan, Jobber or a similar platform

• Excellent spoken English and a confident, warm phone presence

• A strong follow-up habit. You chase estimates and invoices without being reminded.

• The ability to juggle phones, schedules and follow-ups at the same time without dropping anything

• Comfort working independently for an owner who is often in the field

• Availability to work US Central business hours, full-time

Nice to have

• Experience with remodeling or project-based jobs (multi-day work, deposits, change orders)

• Experience in plumbing or septic service

• Experience coordinating permits or insurance certificates

• Experience supervising a virtual assistant or a small remote team

• Experience helping set up or move to a new field service platform

Compensation & Benefits (to be provided by the company)

• Up to $1600/mo depending on experience

• Guaranteed annual bonus of one month's salary

• Performance-based annual bonus up to 1.5x one month's salary contingent on quarterly performance scores

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

• 16 days PTO

Note

The Client is not involved in compensation or benefits. As an employee of the company, all compensation and benefits are to be provided by the Agency.

Please note that we anticipate a response from candidates within 24 hours of our outreach. If we do not receive a reply within this timeframe, we will assume that you are no longer interested in pursuing this opportunity.