Position Summary
A long‑established commercial and industrial contractor is seeking an experienced Office Manager to lead administrative operations, customer service workflow, dispatch coordination, billing, and compliance. This is a newly created, on‑site role reporting directly to ownership and designed for a highly organized professional who thrives in a fast‑paced service environment.
Bookkeeping and payroll are managed externally, allowing this position to focus on customer communication, scheduling, invoicing, receivables, and day‑to‑day office management.
Reports To
Owner
Works With
Trade leads (HVAC, Electrical) and field technicians
Schedule
Monday–Friday, standard business hours No nights, weekends, or on‑call rotation
Location
Arlington, Texas
Key Responsibilities
Customer Service & Dispatch
Serve as the primary point of contact for incoming customer calls
Log, schedule, and dispatch service and warranty calls in coordination with trade leads
Follow up with customers after job completion and after quotes are issued
Oversee and coordinate with the after‑hours answering service
Billing & Accounts Receivable
Prepare and issue invoices within 48 hours of job completion
Manage accounts receivable and conduct follow‑up on past‑due balances
Prepare progress billing for commercial projects
Provide job cost details and material documentation to the external accounting firm
Records & Office Administration
Maintain job records, filing systems, and digital document management
Coordinate vendor communication, ordering, and deliveries
Oversee daily office operations and workflow
Licensing, Insurance & Compliance
Maintain a compliance calendar for trade licenses, continuing education, and certifications
Manage insurance renewals and issue certificates of insurance
Track permits from application through final inspection
Project & Administrative Support
Complete contractor pre‑qualification packages and assemble bid submissions
Coordinate vehicle maintenance, registrations, and fuel card assignments
Maintain tool and equipment inventory records
Support hiring coordination, onboarding, and apprentice hour tracking
Qualifications
Required
3+ years of office management or administrative experience in construction, trades, or field service
Proficiency with QuickBooks Online, including invoicing and accounts receivable
Experience managing receivables and customer collections
Strong organizational skills with the ability to manage recurring deadlines independently
Professional phone presence and customer service skills
Preferred
Experience with electrical, HVAC, plumbing, or mechanical contractors
Familiarity with Texas licensing requirements (TDLR), EPA 608 tracking, or certificates of insurance
Dispatch or crew scheduling experience
Experience preparing bid packages or contractor pre‑qualification submissions
What We Offer
Monday–Friday schedule with no nights, weekends, or on‑call rotation
Direct working relationship with ownership and full autonomy within the role
A stable, long‑standing company with more than fifty years in the commercial and industrial market
A structured 90‑day onboarding plan