Remote Office Manager – Plumbing & Septic (Housecall Pro)

OpenKrill; United States; Remote; USD 16,000 - 19,000; Full time

Benefits offered by this job

Up to $1600/mo depending on experience

Guaranteed annual bonus of one month's

Performance-based annual bonus up to 1

Job summary

Offshore Launch seeks a remote Office Manager for a plumbing and septic operation in the United States. You will answer calls and website leads, book jobs, and manage the Housecall Pro schedule for three crews while collecting deposits and final payments.

Within 60 days you become the administrative backbone, moving all tasks off the owner’s phone and ensuring every booking, dispatch, invoice, and permit runs through Housecall Pro.

Qualifications

• 2+ years in office management, dispatching, CSR, or operations coordination.
• Experience answering customer calls as core job duty.
• Experience running a schedule or dispatch board for more than one field crew.
• Hands-on experience with Housecall Pro (preferred) or a similar platform.
• Experience collecting deposits and following up on open invoices.
• Clear, confident written and spoken English for US homeowners.

Responsibilities

• Handle call answering and booking via Housecall Pro and Gmail.
• Manage scheduling for three crews and two-hour arrival windows.
• Collect deposits and final payments; follow up on invoices.
• Maintain price book, estimates, and service agreements.
• Handle HR onboarding and posting job ads; screen applicants.
• File permits and COIs; track them through inspections.
• Inbox management and lead source tagging; monthly reports.
• Document recurring tasks into simple processes.

Skills

Office management

Dispatcher experience

Customer service

Housecall Pro experience

Invoices & deposits

Clear English communication

Remote setup

Tools

Housecall Pro

ServiceTitan

FieldPulse

Jobber

Workiz

Job description

About Offshore Launch

Offshore Launch is a business and growth operations firm helping home service owners scale their operations.

We design, build, and staff business and revenue operations so the shop runs on clear process, technology and data - so owners can work on the business instead of being trapped inside it.

We are a people-centered agency with a passion for leaving every employee and client in a better position than we found them.

Why Join Offshore Launch

• Impact the growth and success of small and medium-sized businesses.
• Work in a people-first, remote environment that values career growth.
• Access comprehensive benefits that include HMO, PTO, transparent bonus, raise and career pathways - with an overall emphasis on teamwork, collaboration, and work/life balance.
• Contribute to a culture that values partnership, service, and excellence.

Who We Serve

We serve family-owned and owner-operated home service businesses (plumbing, HVAC, and other trades) that run on FieldPulse, Housecall Pro, ServiceTitan, and similar field service platforms. We give them the operational infrastructure and talent to run day-to-day operations, so the owners can focus on the field, sales, and growth.

About the Role

You’ll be the remote office manager for an owner-operated plumbing and septic company in the US. Right now the owner runs the office from his cell phone: he takes the calls, dispatches the crews, and chases the paperwork. He needs one person to take all of that off his plate. That means answering every call and website lead, running the Housecall Pro schedule for three crews, collecting payments, and filing permits through final inspection.

By your 60th day, you’re the administrative backbone of the business. The phones are off the owner’s cell. Every booking, dispatch, invoice, and permit runs through Housecall Pro. The owner is back to installations, estimates, and sales.

What You’ll Own

• Call handling and booking: Answer every call on the Housecall Pro line and every website lead in the company Gmail inbox. Quote the minimum charge for septic work, and book plumbing calls straight onto the schedule for the tech to diagnose.
• Scheduling and dispatch: Run the Housecall Pro schedule for the septic pump crew, the septic install crew, and plumbing calls. Book two-hour arrival windows and handle every reschedule, so the owner stops dispatching from his phone.
• Accounts receivable and payments: Collect a 50% deposit up front and the final 50% at completion, or at final inspection sign-off on bigger jobs. Follow up on every open invoice in Housecall Pro.
• Estimates, price book, and service agreements: Keep every estimate’s status current. Enter the owner’s pricing into the Housecall Pro price book. Set up 6-to-12-month septic filter service agreements so those customers come back on schedule.
• HR and onboarding: Handle onboarding and offboarding paperwork for every tech and set each one up in Housecall Pro. Post job ads and screen applicants before anyone reaches the owner’s calendar.
• Permits, COIs, and licensing: File every plumbing and septic permit in the municipal portals, starting with the backlog that needs filing now. Follow each one through to final inspection.
• Inbox management: Check the company Gmail inbox, where every website lead lands, every day.
• Lead source reporting: Tag the lead source on every Housecall Pro job. Each month, send the marketing agency a list of the jobs their Google Local Services, PPC, and Google Business Profile leads produced.
• Process documentation: Turn every recurring task into a simple written process so the office runs the same way every day.

How Success Is Measured

• Calls come to you, not the owner’s cell
• Every call and website lead is answered and booked in Housecall Pro
• Every job has the right service type, crew, and lead source before it’s dispatched
• The schedule for all three crews matches reality, and the owner no longer dispatches
• A deposit is collected on every job and the final payment is collected at completion or sign-off
• Every open invoice is followed up
• Estimate statuses are current, and septic filter customers are on a service agreement
• Every permit is filed and tracked through final inspection
• The monthly lead source report goes to the marketing agency on time

What You Bring

Must have

• 2+ years as an office manager, dispatcher, customer service rep (CSR), or operations coordinator, ideally for a plumbing, septic, HVAC, or other field service company
• Experience answering customer calls as a core part of your job
• Experience running a schedule or dispatch board for more than one field crew
• Hands-on experience with Housecall Pro (strongly preferred) or a similar platform: ServiceTitan, FieldPulse, Jobber, Workiz
• Experience collecting deposits and following up on open invoices
• Clear, confident written and spoken English for US homeowners on the phone
• A reliable remote setup: stable internet, a quiet workspace, and a backup plan for outages

Nice to have

• Septic or plumbing experience
• Filing permits in municipal online portals and tracking them through inspection
• Handling certificates of insurance (COIs) or contractor licensing paperwork
• Setting up a price book or service agreements in a field service platform
• Onboarding paperwork, posting job ads, or screening applicants
• Tagging lead sources or reporting on marketing results

How You Work

• Detail first: Every job has the right service type, crew, and lead source before it’s dispatched.
• You own it to the end: Every call goes from booking to the final payment without the owner picking it back up.
• You bring solutions: When something breaks, you raise it early with the problem, three options, and your recommendation.
• You write it down: Recurring work becomes a documented process, not something carried in memory.
• You live in the system: Housecall Pro is the single record for every call, job, estimate, and payment. Nothing lives only on the owner’s phone or computer.

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.