Office Operations Manager

Spartan Plumbing, LLC is seeking an experienced, organized, and proactive Office Operations Manager to help oversee and coordinate the daily operation of our office. This role is central to maintaining structure across front-end customer service, dispatch support, backend administration, accounts receivable, accounts payable, invoicing, reporting, and internal follow-through.

The right candidate will be capable of managing office workflow at a high level, supporting staff accountability, keeping critical tasks on track, and helping leadership maintain visibility across operations. This is a key role within the company and is ideal for someone who can take ownership, maintain standards, and help keep the office running smoothly.

Compensation

$65,000 - $80,000 per year

Bonus / incentive opportunities may be available based on performance and overall contribution.

Benefits

• Medical coverage available after 60 days of employment
• 5 paid time off (PTO) days annually, per company policy
• 6 paid holidays per year
• Company-provided training and career advancement opportunities

Key Responsibilities

• Answer and route calls and texts professionally when needed, ensuring customer communication is handled quickly and consistently
• Support front-end office flow, including scheduling coordination and dispatch-related support
• Help manage and lead office staff, including customer service and administrative team members, through task assignment, scheduling, and daily accountability
• Coordinate office workload and priorities to ensure critical tasks remain on track and are completed properly
• Step in to complete tasks directly when needed to maintain operational flow
• Maintain clear checklists, routines, and systems for daily, weekly, and monthly office operations
• Uphold performance expectations through coaching, follow-up, documentation, and escalation when necessary
• Maintain and audit online lead channels and company profiles, including Google Business Profile, Google LSA, Yelp, Apple Maps, and similar platforms, to ensure accuracy and timely updates
• Track recalls and complaints to ensure issues are documented, scheduled, and resolved quickly, while coordinating with field leadership when needed
• Work directly with the General Manager and/or Owner on daily priorities, staffing coverage, operational blockers, and office needs
• Own daily and weekly office routines, including end-of-day checks, next-day readiness, and follow-up tasking to ensure nothing falls through the cracks
• Support accounts receivable by verifying job status, payments, and deposits, ensuring ServiceTitan payments reconcile correctly, and tracking outstanding balances and collections
• Support accounts payable by ensuring vendor bills are coded, approved, and paid on time, while maintaining organized vendor records and reducing duplicate or incorrect payments
• Manage invoice batching and posting to ensure invoices include correct task codes, complete documentation, and clear professional summaries, especially for commercial work
• Support factoring and CFS cash-flow workflows by submitting invoices accurately and on time, tracking approvals and funding, and following up on missing documentation
• Assist with payroll coordination by helping confirm timecards, commissions, spiffs, and on-call pay accuracy before payroll is finalized
• Track expenses, receipts, company card usage, and reimbursement documentation to ensure clean records and proper coding
• Maintain purchase orders and platform-related documentation as needed, including ServiceTitan-related workflow support
• Support office vendors, utilities, insurance and claims follow-up, and recurring service coordination
• Help maintain organized digital records for invoices, backups, CFS portal submissions, W-9s, COIs, vendor packets, HR files, and company asset/access tracking
• Protect company information, customer data, pricing, and internal systems by maintaining confidentiality and professionalism across calls, texts, and email

Additional Expectations

• Follow approval limits and company authority lanes for vendor bills, credits, refunds, write-offs, and overtime, escalating anything outside established limits
• Maintain strong customer experience standards, including response-time expectations for missed calls and texts, same-day complaint and recall documentation, and proper recovery scheduling
• Keep office systems organized, routines consistent, and communication professional across all channels
• Deliver office KPI tracking and reporting cadence to leadership, including weekly visibility into performance, bottlenecks, and operational concerns
• Monitor dashboards, spreadsheets, and reports related to call conversion, close rate, average ticket, recall percentage, AR aging, AP status, invoice turnaround time, and CFS funding status
• Drive corrective action when KPIs slip by helping identify issues, task follow-up, process improvements, coaching needs, and escalation points

Qualifications

• Previous experience in office management, operations coordination, dispatch leadership, or administrative management
• Experience in plumbing, HVAC, electrical, or a related home service industry strongly preferred
• Strong organizational skills and ability to manage multiple moving parts in a fast-paced environment
• Strong written and verbal communication skills
• Ability to lead office workflow and maintain accountability across staff and systems
• Strong follow-through, attention to detail, and problem-solving ability
• Ability to work directly with leadership and support operational priorities without constant oversight
• Comfortable using office software, reporting tools, and administrative systems
• ServiceTitan experience strongly preferred
• Experience with accounts receivable, accounts payable, invoicing, reporting, and office operations strongly preferred

Reporting Structure

This position reports to the General Manager and/or Owner and works closely with office staff, field leadership, and company leadership to support daily operations.

What Success Looks Like

• The schedule remains consistently full with minimal gaps and strong next-day readiness
• Accounts receivable stays organized, with clean deposit reconciliation, weekly aging review, and consistent follow-up
• Invoices go out correctly and on time, especially for CFS work, with clean backups and minimal rework
• Leadership has clear weekly reporting and visibility into office operations
• The office runs in a calm, organized, and consistent way, with fewer missed steps and faster issue resolution

Work Location

In person

Job Type: Full-time

Pay: $55,000.00 - $90,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person