Overview

Position Summary

The Trades Office Manager oversees daily administrative operations for a trades business (such as HVAC, plumbing, electrical). This role ensures efficient scheduling, customer service, job tracking, billing, and coordination between field technicians and office staff.

1. Office & Administrative Management

Manage day-to-day office operations and administrative functions
Maintain organized records, job files, and documentation
Oversee office supplies, systems, and equipment
Develop and improve office procedures for efficiency

2. Scheduling & Dispatching

Schedule service calls, installations, and project work
Dispatch technicians efficiently based on priority, location, and skill set
Monitor job progress and adjust schedules as needed
Communicate schedule updates to technicians and customers

3. Customer Service

Serve as the primary point of contact for customers
Handle incoming calls, emails, and service requests
Resolve customer concerns and ensure high satisfaction
Provide job updates, timelines, and follow-ups

4. Billing & Financial Coordination

Prepare invoices, estimates, and work orders
Ensure accurate job costing and tracking
Process payments and coordinate with accounting
Monitor accounts receivable and assist with collections

5. Team Coordination & Support

Act as a liaison between field technicians and management
Support hiring, onboarding, and training of office staff
Assist technicians with job information, materials, and documentation
Facilitate communication across departments

6. Compliance & Documentation

Ensure compliance with permits, licenses, and safety regulations
Maintain insurance certificates and vendor records
Track warranties, contracts, and service agreements

7. Reporting & Operational Oversight

Generate reports on job performance, revenue, and productivity
Track KPIs such as job completion rates and service times
Identify areas for operational improvement
Assist management in strategic planning

Required Skills & Qualifications

Experience

2–5+ years in office management, preferably in a trades or service industry
Experience with dispatching or scheduling software

Skills

Strong organizational and multitasking abilities
Excellent communication and customer service skills
Knowledge of invoicing, billing, and basic accounting
Problem-solving and decision-making skills
Proficiency in Microsoft Office and business software

Preferred Qualifications

Experience managing teams or supervising office staff
Familiarity with CRM or field service management tools

Work Environment

Office-based role with frequent communication with field personnel
Fast-paced environment with multiple priorities and deadlines
May require occasional after-hours coordination

Success Metrics

On-time job scheduling and completion rates
Customer satisfaction scores
Accuracy of billing and job documentation
Efficiency of technician utilization
Office workflow effectiveness

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