Office Manager
Full Time • Vandergrift
Benefits:
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Training & development
- Vision insurance
Job Description
We are seeking a highly organized, detail-oriented, and motivated Office Manager to oversee the daily administrative operations of our home service company. This role requires strong leadership, excellent communication skills, and the ability to maintain efficient office workflows while supporting both internal staff and customers. The ideal candidate will excel in managing administrative processes, financial coordination, customer accounts, and cross-departmental communication.
Key Responsibilities
Office & Administrative Management
- Oversee day-to-day office operations to ensure efficiency, organization, and smooth workflow.
- Develop, implement, and maintain office policies, procedures, and standard operating processes.
- Maintain office supplies, equipment, and company documents; manage vendor relationships as needed.
- Serve as the administrator for company software platforms, including implementing new modules, managing updates, and overseeing user permissions.
Customer Accounts, Billing & Financial Coordination
- Oversee billing, invoicing, and accounts receivable processes in collaboration with the finance team.
- Ensure accurate record-keeping of customer accounts, service agreements, work orders, and membership data.
- Manage customer financing options—including loan program coordination, application assistance, approval tracking, and communication with financing partners.
- Monitor and track all customer payment submissions, including daily technician-turned-in payments, ensuring proper allocation to corresponding invoices.
- Conduct weekly review and follow-up on past-due accounts to support collections and maintain healthy receivables.
- Manage in-house monetary collections daily, ensuring accuracy, compliance, and timely deposit preparation.
- Review all deposits and associated invoices, ensuring proper class allocation in Dext and batching into deposits within ServiceTitan.
- Support and review recurring billing cycles, membership renewals, and automated payment runs.
- Perform daily review of all Dext entries to confirm correct GL coding and class allocations.
- Collaborate with external accounting partners to reconcile discrepancies, review monthly inventory and accounts receivable, and maintain accurate financial records.
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Purchasing, Inventory & Operational Support
- Oversee the purchasing and inventory process in collaboration with the Warehouse Manager.
- Conduct daily review and completion of pending purchase orders, receipts, and material transfers.
- Provide administrative inventory support, including monthly collaboration with accounting partners to confirm accurate material and retention tracking.
- Ensure all credit card purchases are accurately transferred to Dext and properly categorized.
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Staff Support & Leadership
- Support recruitment, onboarding, and training of new office staff.
- Monitor employee timekeeping, including clock-ins/outs, and make necessary adjustments.
- Work closely with leadership to identify operational needs, streamline processes, and support company growth.
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Qualifications
- Proven experience as an Office Manager, Administrative Manager, or similar leadership role—preferably in the home service, HVAC, plumbing, or related industry.
- Strong leadership, coaching, and team-management abilities.
- Excellent written and verbal communication skills.
- Proficiency with office management tools, CRM systems, dispatching platforms, and scheduling software (ServiceTitan experience a plus).
- High attention to detail and strong organizational skills.
- Ability to thrive in a fast-paced, customer-focused environment.
- Experience in customer service, conflict resolution, and cross-departmental coordination.
- Working knowledge of basic accounting principles and financial workflows.
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Education & Experience
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- Minimum of 3 years of office management experience, preferably within a home service industry setting.
About Lawrence Plumbing
Lawrence Plumbing is a family owned and operated business. We've been providing plumbing services since 2001. We take pride in doing great work for all of our customers.
We offer great benefits, pay for continuing education and offer a great career path with room for promotions. We offer multiple incentive programs and strive to help our employees succeed.
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