Office Administrator
Pictures on resumes are appreciated
Plumbing | Electrical | Water Restoration
We are looking for an experienced, highly organized Shared Operations Coordinator to support three locally owned home-service companies operating in plumbing, electrical, and water restoration.
This is not a basic receptionist position. We are looking for someone who understands how service businesses operate and can help keep jobs moving from the initial customer call through scheduling, completion, invoicing, and collection.
The right person will be organized, accountable, comfortable managing multiple priorities, and confident communicating with customers, technicians, vendors, inspectors, and company ownership.
Compensation
$20-35 per hour, depending on experience
Full-time, approximately 40 hours per week
Overtime only when authorized
Primary Responsibilities
- Answer and route incoming calls for multiple service companies
- Schedule and dispatch technicians and field crews
- Maintain accurate customer and job information within our CRM systems
- Coordinate job schedules, customer appointments, and technician availability
- Follow up on open estimates and unsold work
- Ensure sold jobs are properly scheduled and moved through the workflow
- Prepare and send invoices following job completion
- Track outstanding accounts receivable and follow up on unpaid invoices
- Collect deposits and assist with payment tracking
- Coordinate permits, inspections, and required municipal or utility paperwork
- Maintain job documentation, photos, contracts, change orders, and customer records
- Enter and organize vendor bills, receipts, purchase information, and job-related expenses
- Help ensure labor and material costs are assigned to the correct jobs
- Coordinate with company bookkeepers and ownership regarding missing financial documentation
- Communicate with customers regarding scheduling, job status, invoices, and outstanding items
- Identify jobs that are stalled, incomplete, unbilled, or missing documentation and proactively resolve them
- Assist ownership with weekly operational reporting and administrative follow-through
What We Are Looking For
Ideally, you have 3–7 years of experience working in a plumbing, electrical, HVAC, restoration, construction, or other home-service company.
Experience in a trades environment is strongly preferred.
You should be comfortable working with:
- Dispatching and technician scheduling
- Service and construction job workflows
- Estimates and customer follow-up
- Invoicing and accounts receivable
- Permitting and inspections
- Purchase orders and vendor documentation
- Job costing
- QuickBooks Online
- Field-service software such as Housecall Pro, ServiceTitan, Jobber, FieldEdge, or similar platforms
- Microsoft Office and/or Google Workspace
The Right Person
We are looking for someone who:
- Is exceptionally organized
- Follows through without needing constant reminders
- Notices when something is missing and takes action
- Can manage several companies and priorities without losing track of details
- Communicates professionally and confidently
- Is comfortable holding technicians and managers accountable for missing information
- Can handle difficult customer conversations professionally
- Understands the importance of accurate documentation
- Is comfortable working with numbers
- Learns new software quickly
- Can build and improve systems rather than simply follow a checklist
- Takes ownership of their responsibilities
A college degree is not required.
What Success Looks Like
The goal of this position is simple: nothing falls through the cracks.
Jobs should move consistently from:
Lead → Estimate → Sold → Scheduled → Completed → Invoiced → Collected
At any given time, we should know which jobs are scheduled, which estimates need follow-up, which invoices remain unpaid, which permits or inspections are outstanding, and which jobs are missing documentation.
This position will work closely with ownership and the operational leaders of each company and will play an important role in building systems that allow all three businesses to operate efficiently as they grow.
We are looking for someone who wants more responsibility than a typical administrative position and takes pride in helping build a well-run operation.
Pay: $18.00 - $35.00 per hour
Experience:
- Office management: 2 years (Required)
- QuickBooks: 1 year (Required)
- House Call Pro: 1 year (Preferred)
Work Location: In person
