Office Manager – Plumbing & HVAC (Remote, Housecall Pro)

Offshore Launch; Metro Manila; Remote; PHP 2,836,000 - 4,411,000; Full time

Job summary

Offshore Launch in New Jersey is seeking a remote, full-time Office Manager to keep the office running, handle phones, scheduling, dispatch, estimates, invoices, and client follow-up. You’ll implement SOPs, support a growing team, and help shape how the office operates from the start.

You’ll work US Eastern business hours with a team that values proactive communication, data integrity, and reliable service delivery.

Qualifications

• 2+ years in office management, dispatch, customer service, or operations coordination.
• Experience in plumbing/HVAC or home services is a plus.
• Excellent spoken English and professional phone presence.
• Ability to multitask across phones, schedules, and follow-ups.
• Familiarity with service platform tools like Housecall Pro.

Responsibilities

• Answer incoming calls and book service calls, emergencies and estimates.
• Schedule and dispatch jobs for technicians in Housecall Pro.
• Follow up on open estimates until won or declined.
• Issue invoices promptly and manage receivables.
• Maintain accurate system data and catalogs.
• Coordinate permits, insurance certificates, and town requirements.
• Collaborate with bookkeeper, marketing, and payroll using documented processes.
• Generate regular reports on calls, bookings, estimates, and receivables.
• Train and supervise new office staff as the team grows.

Skills

Office management

Dispatch coordination

Customer service

Housecall Pro

ServiceTitan

Jobber

FieldPulse

Tools

Housecall Pro

ServiceTitan

Jobber

FieldPulse

Job description

Who We Serve

This is a remote, full-time position supporting a fast-growing plumbing and HVAC company in New Jersey. The company handles a wide range of work: plumbing repairs, drain and sewer work, water heaters, boilers, furnaces, heat pumps and mini-splits, gas lines and water treatment. It serves homeowners across several counties, with same-day and emergency service. You’ll work US Eastern business hours.

The owner runs a team of field technicians and is busy growing the business. Day to day, you’ll be the person who keeps the office running: phones, scheduling, dispatch, estimates, invoices and follow-up. The company is moving its operations onto Housecall Pro now. You’ll start with a newly set-up system, written SOPs and the full support of our team, and you’ll help shape how the office works from the start. As the company grows, you may also train and lead a new office team member.

This role is for someone who wants to own the office and run it without waiting to be told what to do next.

What you’ll own

• The phones. You’re the first voice customers hear. Answer incoming calls and book service calls, emergencies and estimates, calmly and professionally. Offer financing and membership options when they fit.
• Scheduling and dispatch. Book and dispatch jobs for a team of technicians in Housecall Pro, and fit in same-day and emergency calls. Keep customers updated on arrival times so the owner doesn’t have to step in.
• The estimate pipeline. Follow up on every open estimate until it’s won or declined, and keep the pipeline current so the owner always knows where each job stands.
• Invoicing and collections. Send invoices as soon as jobs are done, and follow up on receivables so nothing overdue without action.
• Clean system data. Keep Housecall Pro accurate: job details, technician time, material costs and receipts, job pictures , lead-source tags and routine price catalog updates. Make sure the technicians use the app the right way.
• Permits and compliance. Track and coordinate permits, certificates of insurance and town requirements as the owner directs.
• Vendors. Coordinate with the bookkeeper, marketing agency and payroll provider using documented processes.
• Reporting. Send the owner a regular report on calls, bookings, the estimate pipeline, jobs completed and receivables.
• SOPs and team growth. Follow the office SOP library and keep it updated. When the company adds office staff, train and supervise them using the SOPs.

How you’ll be measured

• 95% or more of calls answered
• Every new lead contacted within 5 minutes
• 75% or more of qualified leads booked
• Arrival-window and "on the way" texts sent on every job
• Every open estimate followed up on time, per the SOP, until it closes
• Invoices sent the day the job is completed
• Receivables kept within target, with nothing aging without action
• Housecall Pro data complete and accurate enough that the owner can trust the reports
• Permits, insurance certificates and vendor tasks done on time, every time

You’ll succeed here if you have

• 2 or more years in office management, dispatch, customer service or operations coordination, ideally in plumbing, HVAC or other home services
• Hands-on experience with Housecall Pro, or with ServiceTitan, Jobber, FieldPulse or a similar platform
• Experience dispatching a team of several technicians, including same-day and emergency calls
• Excellent spoken English and a confident, warm phone presence
• A strong follow-up habit. You chase estimates and invoices without being reminded.
• The ability to juggle phones, schedules and follow-ups at the same time without dropping anything
• Comfort working independently for a busy owner
• Availability to work US Eastern business hours, full-time

Nice to have

• Experience with Housecall Pro specifically
• Spanish speaking
• HVAC experience (seasonal demand, maintenance plans, equipment installs)
• Experience offering financing or selling membership plans on the phone
• Experience coordinating permits or certificates of insurance
• Experience training or supervising a CSR or a small office team
• Experience helping a team move to a new field service platform