At a chimney company, the office manager sees that each sweep and inspection ends as a signed report on file, and each reline as a permit, a liner order and a warranty registration. The same person leads the CSRs, bills finished jobs, keeps supplies stocked and answers property managers.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building services companies · BLS, May 2025
Oversees daily administrative operations for chimney and fireplace services to ensure efficient workflow and high-quality customer service. Serves as the primary coordinator for billing processes, inventory management, and overall office support. Plays a critical role in maintaining organizational effectiveness and contributing to company growth.
2. Essential Duties and Responsibilities
Manage and coordinate all administrative tasks including scheduling, billing, and record keeping.
Maintain accurate inventory records and oversee supply ordering for service operations.
Process and reconcile customer invoices and billing transactions in a timely manner.
Collaborate with field service teams to support service delivery and customer satisfaction.
3. Key Tasks / Daily Activities
Process daily billing and invoicing, ensuring correct documentation and prompt follow-ups.
Update and maintain inventory logs, monitoring supply levels to avoid shortages.
Communicate with vendors and service personnel to streamline operations.
Provide administrative support to the Operations team, handling correspondence and meeting coordination.
4. Key Performance Indicators (KPIs)
Billing accuracy rate: >99% per month.
Invoice processing time: within 48 hours for 95% of invoices.
Inventory accuracy rate: >98% based on regular audits.
Customer satisfaction rating (as it relates to administrative support): >4.8 stars.
5. Required Qualifications and Skills
High school diploma or equivalent; Associate or Bachelor’s Degree preferred.
Minimum of 3 years of administrative or office management experience.
Proficient in MS Office Suite and billing/inventory management software.
Strong organizational, communication, and multitasking skills.
6. Preferred Experience
Experience in home services or related industries such as HVAC, plumbing, or electrical services.
Previous experience in coordinating billing and inventory management in small to mid-sized businesses.
Familiarity with service-oriented business environments.
Demonstrated ability to work independently in a fast-paced office setting.
7. Physical Requirements
Ability to lift and move office supplies and light equipment up to 25 lbs.
Regularly required to sit and use a computer for extended periods.
Occasional walking around the premises to coordinate with service teams.
Work in a standard office environment.
8. Work Environment and Schedule
Typical work hours: Monday to Friday, 8:00 AM to 5:00 PM.
Occasional overtime during peak service periods.
Moderate travel between office and job sites, if required.
No on-call duties expected.
9. Compensation and Benefits
Salary range: $45,000 - $55,000 USD per year, commensurate with experience.
Eligible for performance-based bonuses.
Health, Dental, and Vision insurance benefits provided.
401(k) retirement plan with company match.
Additional fringe benefits such as paid time off and professional development opportunities.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we foster a collaborative and growth-oriented environment where every team member’s contribution makes a difference.
We pride ourselves on a culture that values innovation, accountability, and the professional development of our employees.
Our team is committed to delivering exceptional customer service while maintaining a supportive and inclusive workplace.
Join us to grow your career and be part of a company that celebrates success and continuous improvement.
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 keeps on file at a chimney company
Much of a chimney job's value sits in paper and video: the signed inspection report, the photos behind it, the permit for a reline and the liner's warranty. The office manager's job is that each one turns up in seconds, years later.
Every report and photo filed by address
CSIA's inspection procedures tell sweeps to label photos of problems with the job's date and location and turn them in with the job sheet. They also say to go over findings with the client, hand over a copy, get the report signed and keep it in a permanent filing system. The office manager turns that into routine. Each signed report and its photos go under the street address, not only the owner's name, so the next sweep or a buyer's agent finds them fast. Source: CSIA standard operating procedure: Level 1 inspection of a masonry chimney.
Some towns want a permit to reline
Check each town's rules and keep a list. Falls Township, Pennsylvania, for example, posted an update on November 17, 2025. Relining now takes a mechanical permit only. To pass the final inspection, the job needs an NFPA 211 Level 2 certification as well as the mechanical inspector's approval. In a town like that, the office manager applies well before the install, gets the Level 2 report to the inspector, and keeps the job open until the permit is finaled. Source: Falls Township, Pennsylvania: Code enforcement and zoning (chimney relining update, November 17, 2025), an example.
Furnace swaps bring a chimney form
A heating contractor swapping a furnace may ask you to check the chimney. In New Jersey, for example, the state's form has the checker confirm a few things. The flue is in good repair and clear. It is substantially clean of residue from an old oil or wood appliance. It is lined and sized for the new one. A new liner's papers go with the permit application. For minor and emergency work the form goes in with the application; otherwise it goes to the code official before final inspection. Source: New Jersey DCA: Chimney verification for replacement of fuel-fired equipment (UCC F370, rev. 06/26), an example.
Each new liner gets registered
Liner makers back their products with warranties, and the paperwork falls to the office. Olympia Chimney's online registration, for one, asks for the homeowner, the installer, the install date, the appliance the liner serves, the liner model and any insulation, and its warranty transfers to the next owner of the home. Register each reline the week it is finished, file the confirmation with the job, and note the maker's upkeep terms for reminder calls. Source: Olympia Chimney: Register your warranty (a liner maker's form, an example).
Property managers book by the building
A property manager may book sweeps for dozens of units at once. They want one schedule, a signed report for each unit and one invoice that lists them all. Set up each unit as its own address record so reports and future reminders land in the right place. Before the first visit, send the certificate of insurance their contract asks for, ask how keys and tenant notices work, and put the certificate's renewal date on the calendar.
How much chimney service office managers make
The closest BLS group for chimney service 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 and home services companies earned a median of $29.81 an hour ($62,000 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 9,310 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for building services companies.
Salaried, and eligible for performance bonuses under the template. Here a fair bonus rewards closed files: reports out the same day, permits signed off at final inspection and every new liner registered.
Building services companies
$62,000$62,000 median Middle half $50,320–$75,950 10th–90th $43,020–$96,010
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 services companies
$43,020
$50,320
$62,000
$75,950
$96,010
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for chimney sweeps on their own. These figures cover services to buildings and dwellings, 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
Files reports, photos and video so anyone can find them by address
Tracks every open permit, town by town, until it's signed off
Bills finished jobs the day they close and follows up on what's unpaid
Leads the CSRs through the fall without dropping callbacks
Writes clear emails to agents, property managers and town offices
Teach these on the job
What goes into each level of inspection report
Liner, cap and damper names on supplier orders
Each liner maker's warranty registration steps
What each town's building office wants for a reline
Your field software, document storage and QuickBooks
Reports, photos, video and the schedule live in the field service software; billing lives in QuickBooks. Add supplier portals for liners and caps, each town's permit site, and one shared calendar for inspections, warranty registrations and certificate renewals.
Chimney service office manager interview questions
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 · Handling a late inspection report
A real estate agent calls, upset that an inspection report promised yesterday hasn't arrived. What do you do?
A strong answer: Apologizes, checks the status, gets a firm time from the technician, sends it as soon as it's ready and fixes the step in the report process that slipped.
Behavioral · Filling openings fairly
Tell me about a time you ran a waitlist or cancellation list during a booked-out season. How did you decide who got an opening first?
A strong answer: Kept one list with dates and needs, put safety concerns and real estate deadlines first, then the oldest requests, called quickly when slots opened and noted outcomes.
Look back at recent months of job files before you fix any target. The fall will stretch every one of them.
Billing accuracy rate
Each month, divide the invoices reissued with a correction by all invoices sent. Look first at deposits applied on relines and parts added to sweeps, where most errors hide.
Invoice processing time
Measure the hours between a technician closing a job in the field app and the customer getting the bill. Keep sweeps and relines in separate counts, since relines carry more paperwork.
Inventory accuracy rate
Count caps, dampers, mortar and liner parts on shelves and trucks against the records each month. List any special-order part that isn't assigned to a job.
Customer satisfaction rating (as it relates to administrative support)
Pull survey comments and reviews about office work: report copies, bills, permit delays and warranty questions. Phone each unhappy customer and record what went wrong.
Treat the report as the customer's. A buyer, an agent or an insurer gets a copy when the customer agrees in writing, or when that person ordered and paid for the inspection. Log who received it and when. Questions about what a finding means go to the technician who wrote it, not the office. Add a line to the booking form asking who may receive the report.
How much does a chimney service office manager make?
First-Line supervisors of office and administrative support workers who work for building and home services companies earned a median of $29.81 an hour ($62,000 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $50,320 and $75,950 a year. Pay also depends on your local market, experience and overtime.
What does the template's travel line mean for this office manager?
It allows moderate travel between the office and job sites when needed. In practice that may mean meeting a town inspector at a reline when the crew lead can't, dropping off a permit card, or running a forgotten part to a truck. The lifting line, up to 25 pounds, covers cap cartons, damper boxes and cases of printer paper. Tell candidates about those errands up front, and offer reasonable accommodation.
Who orders liners, the office or the field?
Both, in turn. The technician who measured the flue records the size and length in the job. Once the operations manager approves the parts list, the office places the order, logs the delivery date, and tells the dispatcher the day it arrives so the install can be booked firm.
Who makes a good chimney office manager?
Look for someone who has kept job files clean for a trade that pulls permits, such as HVAC or plumbing, since furnace swaps and relines share paperwork. They should also have billed customers and led a few people. Someone who has handled closing-day document requests, for a home inspector or a lender, will manage report requests well. Chimney terms come quickly after a few mornings riding along on sweeps and one reline install.
