A basement waterproofing office manager turns each signed contract into a complete job file, pulls permits in towns that want them, and bills the job when the crew is done. When a customer sells the house, they handle the warranty transfer the buyer's agent asks for.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building finishing contractors · BLS, May 2025
The Office Manager is the backbone of our operations, ensuring efficient and smooth day-to-day functions. This role supports our basement waterproofing team by managing administrative tasks, handling billing, preparing contract documentation, and maintaining organization. The Office Manager plays a crucial role in customer satisfaction and business growth.
2. Essential Duties and Responsibilities
Manage administrative tasks and day-to-day office operations.
Handle billing and invoicing, ensuring accuracy and timeliness.
Prepare and manage contract documentation.
Create and maintain organized systems and structures.
Support the basement waterproofing team in fulfilling their roles.
3. Key Tasks / Daily Activities
Respond to customer inquiries and resolve any issues.
Process invoices and payments.
Prepare contracts for new projects.
Organize team schedules and project timelines.
Maintain office supplies and equipment.
4. Key Performance Indicators (KPIs)
Billing Accuracy: 100%
Contract Turnaround Time: <48 hours
Customer Satisfaction Rating: >4.8 stars
Office Organization Efficiency: >95%
5. Required Qualifications and Skills
High School Diploma or equivalent.
At least 3 years of office management experience.
Proficiency in Microsoft Office Suite.
Excellent organization and multitasking capabilities.
Strong communication and customer service skills.
Self-motivated and able to work independently.
6. Preferred Experience
Experience in the home services or related industry.
Knowledge of basement waterproofing.
7. Physical Requirements
Able to sit and stand for extended periods of time.
Able to lift up to 20 pounds.
8. Work Environment and Schedule
Monday to Friday, 9:00 AM - 5:00 PM.
No travel required.
9. Compensation and Benefits
Salary range: $45,000 - $55,000 per year.
Health, Dental, and Vision benefits.
401k retirement plan.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we believe in growth and continuous improvement. We are dedicated to providing our employees with opportunities to develop their skills and advance in their careers. We maintain a culture of respect and teamwork, and we are committed to ensuring the satisfaction of our customers and the success of our team.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
What the office manager keeps in order at a waterproofing company
A waterproofing job can be questioned years after the crew leaves, by a homeowner, a buyer or a town inspector. The office manager keeps the paper ready for that day.
Permits where the town asks for one
Some places treat waterproofing as building work. For example, Anne Arundel County, Maryland, wants a building permit to waterproof a basement. It says the work may include drains and a sump pump. It may ask for plans, a site plan and a grading form, and inspections are booked online. The office manager tracks what each town wants, files before the start date, and closes each permit after the last inspection. Source: Anne Arundel County, Maryland: Residential waterproofing permit.
A sold house means a warranty request
When a past customer sells, the buyer's agent or a title company often calls with a closing date. They want to know what the warranty covers. The office manager pulls the job file, sends the warranty terms and install records, and follows your transfer steps, such as a form or a fee, before closing. Then the new owner's name goes into the CRM, so the next service call finds the right file.
The job file has to stand alone
Each file should hold the signed contract, a copy of the cancel notice the homeowner was given, any change orders, the permit, loan papers and the crew's photos. Add a sketch of where the drain and the discharge line run. The office manager checks the file before the job is scheduled and again before the final bill, and chases the rep or crew lead for anything missing.
Pennsylvania contracts come with a checklist
In Pennsylvania, a home improvement contract can't be enforced against the owner unless it has what the law lists. That includes the contractor's registration number, both signatures, the date, rough start and finish dates, the work and materials, the total price, and the down payment shown apart from special order materials. Known subcontractors, insurance and the cancel notice go in too. The registration number also goes on every ad, estimate and proposal. The office manager checks each contract against the list. Source: Pennsylvania Home Improvement Consumer Protection Act (2008 Act 132).
How much basement waterproofing office managers make
The closest BLS group for basement waterproofing office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for building finishing contractors earned a median of $32.00 an hour ($66,560 a year) in May 2025, according to the Bureau of Labor Statistics. That’s below the $69,500 median for First-Line supervisors of office and administrative support workers in all industries. About 5,310 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for building finishing contractors.
The template pays a salary. Office supervisors at contractors have a higher median in the BLS figures on this page, so look at local postings before you set the offer. You might add a bonus for complete files and quick billing.
Building finishing contractors
$66,560$66,560 median Middle half $53,880–$81,370 10th–90th $42,160–$101,780
All industries
$69,500$69,500 median Middle half $55,950–$85,090 10th–90th $45,610–$104,710
$25k$50k$75k$100k$125k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Building finishing contractors
$42,160
$53,880
$66,560
$81,370
$101,780
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for waterproofing contractors on their own. These figures cover building finishing contractors, which include them. Post a real range for your market in the ad.
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Has run an office behind in-home salespeople
Spots a missing signature, date or page in a contract packet
Keeps a permit list by town and works it until every permit is closed
Explains warranty terms to a buyer's agent clearly and in writing
Leads the CSRs and dispatchers through a wet week without losing a file
Teach these on the job
Your basement systems and what each warranty covers
How each town's permit portal and inspection booking work
Your contract forms and each state's contract rules
Your CRM, document storage and photo app
What each lender needs in the file before it funds
The office runs on the CRM that holds contracts, photos and warranty records, plus QuickBooks for invoices and each town's online permit portal. Ask candidates which e-signature and document storage tools they have used.
Two of the 6 questions we'd ask, and what a strong answer sounds like. Ask every candidate the same questions, and rate each answer on your own before you compare notes.
Situational · Warranty transfers
A homeowner selling their house asks to transfer the lifetime warranty to the buyer. What do you do?
A strong answer: Checks the warranty's transfer terms and any fee, collects the buyer's information, updates records, and sends written confirmation.
Behavioral · Collecting difficult payments
Tell me about a time you collected a payment others had given up on, such as a final payment held back over a damp spot.
A strong answer: Found the real reason it wasn't paid, solved it, and got paid without damaging the relationship.
Base each target on your own recent files, and agree it with the general manager.
Billing Accuracy
Final invoices sent with the right contract price, change orders and deposits applied, out of all sent each month. Count every invoice the bookkeeper, a lender or a homeowner sent back.
Contract Turnaround Time
Hours from a rep's signed contract reaching the office to a checked, complete file handed to scheduling. Log what held up the slow ones, like a missing page or an unsigned change order.
Customer Satisfaction Rating
Survey and review scores that mention the office: billing, paperwork, permits and warranty requests. Call back each unhappy homeowner or agent and note what went wrong.
Office Organization Efficiency
Once a month, check a handful of finished job files against your file list: contract, notice copy, permit closed, photos and warranty sent. Score complete files out of files checked.
Does a waterproofing office manager go to job sites?
The template says no travel. It lists sitting and standing for long periods and lifting up to 20 pounds. In this office that means carrying boxes of contract packets and warranty binders, stocking the sample kits reps take to homes, and putting away supply orders. If your office manager will also drop papers at job sites, add that before you post. Offer reasonable accommodation.
How much does a basement waterproofing office manager make?
First-Line supervisors of office and administrative support workers who work for building finishing contractors earned a median of $32.00 an hour ($66,560 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $53,880 and $81,370 a year. Pay also depends on your local market, experience and overtime.
How long should a waterproofing company keep job files?
For the life of the warranty at least, and a lifetime warranty that transfers can outlast everyone in the office. Scan every page and photo into the CRM or cloud storage under the home's address, not just the first owner's name. Ask your attorney how long your state's contract and tax rules say to keep paper copies.
Who owns permits, the office manager or the operations manager?
Split it. The office manager files the application, pays the fee, tracks approval and books inspections. The operations manager makes sure a crew lead is on site for the inspection and fixes anything the inspector writes up. When a permit is still open a month after the crew finished, the office manager raises it.
Where do good waterproofing office managers come from?
Running the back office for any company that sends salespeople into homes, where each signed contract gets checked before a crew is booked. Time at a title company or real estate office helps with warranty transfers and closing dates. Basement systems can be learned by sitting in on a few installs and service calls.
