Szuter Treatment Systems is seeking an experienced, high-energy Office Manager to serve as the administrative head of our office. In this pivotal hybrid role, you will oversee daily business operations, manage critical compliance and permitting pipelines, handle financial administrative tasks, and serve as the central hub of communication between our customers, field technicians, and management. The ideal candidate is a self-starter who thrives in a fast-paced environment, possesses sharp problemsolving skills, and can seamlessly balance regulatory paperwork with exceptional customer service while working both independently and alongside our field personnel.
- Key Responsibilities & Duties Permitting, Compliance & Technical Administration Permit Management: Manage the end-to-end septic system permitting process, ensuring all documentation is accurate and submitted to local health departments in a timely manner. Site Plans & As-Builts: Organize, review, and maintain property records, site plans, and "as-built" drawings for field reference and regulatory submission.
- EPA Compliance: Ensure all office procedures and documentation align seamlessly with EPA regulations and local environmental compliance standards.
- Financial & Data Management Bookkeeping & Reconciliation: Perform routine bank account reconciliations and manage financial data integrity within core systems. Software Integration: Maintain and oversee the seamless data integration between QuickBooks and our field service management software, Housecall Pro. Billing & Invoicing: Generate and dispatch accurate customer invoices, process incoming payments, and track accounts receivable. Service Contracts: Draft, send, track, and renew annual service and maintenance contracts for our client base.
- Call Intake & Scheduling: Answer incoming calls, assess customer needs, log details accurately into Housecall Pro, and coordinate scheduling for service or dispatch. Email Management: Monitor and respond to the main company email inbox promptly, efficiently, and professionally. Vendor Relations: Serve as the primary point of contact for external vendors, managing material orders, tracking deliveries, and verifying invoices. Field Coordination & Logistics Team Dispatching: Coordinate closely on a daily basis with field technicians and management (Jeff) to optimize daily service schedules and routing. Field Support: Assist field crews in real-time by pulling historical property records, researching system specs, or resolving customer-specific questions. Inventory Control: Track office and field inventory levels, anticipating needs and ordering parts/supplies to prevent operational downtime.
- Qualifications & Skills Experience: 3–5+ years of experience in office management, ideally within the construction, trades, plumbing, or environmental services industries.
- Software Proficiency: Strong hands-on experience with QuickBooks and field service software (experience with Housecall Pro is highly preferred).
- Technical Aptitude: Ability to read or comfortably learn to interpret site plans, blueprints, and regulatory paperwork.
- Organizational Mastery: Exceptional multitasking skills; ability to manage a high volume of paperwork while handling phone interruptions smoothly.
- Communication: Stellar written and verbal communication skills for interacting with residential customers, commercial vendors, and government inspectors.
- Remote Work Capability: Proven ability to stay organized, disciplined, and highly communicative in a hybrid/remote work setup.
Benefits
- Paid Time Off (PTO)
- Paid Holidays
- Professional independence with a stable, predictable workflow
Pay: $24.04 - $28.85 per hour
Benefits:
Work Location: Hybrid remote in Concord Township, OH 44077
