Office Manager

Job Overview We are seeking a highly organized, dependable, and proactive Office Manager to oversee the daily administrative operations of a busy sewer and plumbing service office. This position plays a vital role in keeping the office running smoothly, supporting technicians, communicating with customers, managing office procedures, and helping maintain an efficient and professional work environment. The ideal candidate must be comfortable working in a fast-paced office, handling multiple responsibilities at once, and communicating professionally with customers, technicians, vendors, municipalities, and management. This role requires strong organization, excellent customer service skills, attention to detail, and the ability to follow through on daily tasks. Experience with QuickBooks, payroll processing, dispatching, scheduling, customer service, bookkeeping, and office administration is strongly preferred. Duties and Responsibilities Manage daily office operations and help maintain an organized, efficient, and professional office environment. Answer and manage incoming phone calls, approximately 100 to 150 calls per week, using professional phone etiquette. Ensure prompt and courteous communication with customers, vendors, staff, and municipalities. Provide excellent customer service by assisting customers with questions, scheduling needs, job updates, and general inquiries. Respond to emails, text messages, and other forms of communication from customers, vendors, technicians, and staff. Schedule service calls, coordinate appointments, and dispatch technicians to jobs. Communicate with technicians throughout the day regarding job status, scheduling changes, customer needs, and dispatch updates. Follow up with new leads, open estimates, pending jobs, and customers who have already received proposals. Process payroll through QuickBooks. Support basic bookkeeping activities, including invoicing, expense tracking, payment tracking, and financial recordkeeping. Maintain accurate data entry, customer files, job notes, permits, invoices, and office documents. Assist with calendar management, appointment scheduling, meetings, and office coordination. Obtain city licenses, permits, and approvals as needed for plumbing and sewer projects. Contact municipalities, inspectors, vendors, customers, and subcontractors as needed. Proofread documents, estimates, invoices, emails, and other office paperwork for accuracy. Assist management with administrative tasks, reports, filing, document organization, and general office support. Maintain confidentiality and accuracy with company, customer, payroll, and financial information. Help improve office systems, communication, workflow, and follow-up procedures. Skills and Qualifications Strong organizational skills and the ability to manage multiple tasks at once. Ability to work in a fast-paced office environment with frequent phone calls and interruptions. Excellent verbal and written communication skills. Professional phone etiquette and strong customer service skills. Experience with QuickBooks, including payroll processing. Basic bookkeeping, invoicing, and expense tracking experience preferred. Dispatching or service scheduling experience preferred. Strong computer skills, including Microsoft Office, Google Workspace, email, and general office software. Accurate data entry, filing, document management, and proofreading skills. Ability to prioritize tasks and follow up consistently. Dependable, punctual, and able to work independently. Positive attitude and willingness to support customers, technicians, and management. Bilingual English/Spanish is highly valued. Plumbing, sewer, construction, HVAC, electrical, or home service industry experience is a plus. Permit or licensing experience with cities or municipalities is a plus. Preferred Experience Office management experience. QuickBooks and payroll processing experience. Dispatching or service scheduling experience. Customer service, receptionist, or administrative assistant experience. Bookkeeping, invoicing, or basic financial recordkeeping experience. Experience working in a construction, plumbing, sewer, trades, or service-based business. Experience working with city permits, licenses, inspectors, or municipal requirements.

Compensation Pay Range:

$28 to $35 per hour, depending on experience. Higher compensation may be considered for candidates with strong QuickBooks payroll experience, dispatching experience, service industry knowledge, permit coordination experience, and the ability to manage office operations independently.

Pay:

$25.00 - $35.00 per hour

Benefits:

Paid time off People with a criminal record are encouraged to apply

Work Location:

In person