Remote Office Manager – Plumbing & Heating (Housecall Pro)

• Invoice every job in Housecall Pro, collect payment at completion, and run the AR follow-up process through to collections. Manage card-on-file and net-30 terms for commercial accounts.

• Log every flat-rate estimate in Housecall Pro and keep its status current.

• Run payroll, onboarding, and offboarding in Gusto, including I-9s and new-hire paperwork, uniforms, and tracking of each plumber’s iPad, company card, and van.

• Pull permits, book equipment (e.g., backhoe) for dig jobs, send COIs to cities and commercial customers, and track license renewals.

• Monitor the general office inbox daily (website forms, owner requests).

• Deliver weekly office reports from Housecall Pro.

• Document every recurring task as an SOP, and keep Housecall Pro set up correctly (skill tags, price book, GPS tracking).

KPIs / Performance Expectations

• Answer every call and lead; no callbacks required from the owner

• 80%+ booking rate on qualified leads

• Every job invoiced and collected at completion; unpaid invoices followed up daily for 4 days, then weekly, with do-not-serve at 30 days and collections at 60 days

• Every estimate logged with a current status

• Accurate and on-time payroll

• Permits, COIs, licenses, and technician paperwork processed accurately and on time

• Weekly reports delivered on time and accurate

Requirements:

• 2+ years in office management, dispatch, or operations coordination, ideally in plumbing, HVAC, or field services.

• Working knowledge of Housecall Pro or a comparable FSM platform (ServiceTitan, Jobber).

• Strong phone presence, plus excellent written and verbal English.

• Able to own work from start to finish and follow up on your own without close supervision.

• Organized and detail-oriented, with a habit of documenting processes.

Requirements (Nice to Have):

• Direct plumbing or heating industry experience.

• Experience with Gusto or a similar payroll/HR platform.

• Experience handling permits, COIs, or AR collections.

Compensation & Benefits (to be provided by Offshore Launch ):

• Up to $1600/mo depending on experience

• Guaranteed annual bonus of one month's salary

• Performance-based annual bonus up to 1.5x one month's salary contingent on quarterly performance scores

• Comprehensive health benefits, including dependents: health, life, vision and dental insurance.

• 16 days PTO

Note:

The Client is not involved in compensation or benefits. As an employee of Offshore Launch , all compensation and benefits are to be provided by the Agency.

Please note that we anticipate a response from candidates within 24 hours of our outreach. If we do not receive a reply within this timeframe, we will assume that you are no longer interested in pursuing this opportunity.

Originally posted on Himalayas

• Office Manager
• Operations Coordinator
• Dispatch Coordinator
• Administrative Manager

Source: Himalayas