An elevator company office manager keeps the records behind hundreds of maintenance contracts: billing, renewal dates, repair bills and contract files. They supervise the office team and keep the field and office working from the same facts. Every billable call and repair should land on the right building's bill.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, other building equipment contractors · BLS, May 2025
Responsible for overseeing daily administrative operations including billing, contracts, and administrative support for the elevator maintenance division. Acts as the central point of contact between field operations and office staff, ensuring seamless communication and efficient workflow. Contributes to maintaining high customer satisfaction and operational excellence within the company.
2. Essential Duties and Responsibilities
Manage and oversee daily billing operations related to elevator maintenance contracts and service invoices.
Administer contract agreements with vendors, service providers, and clients, ensuring compliance and accuracy.
Coordinate scheduling and communication between field technicians and office staff.
Ensure timely processing of payments and accurate record keeping for all administrative tasks.
3. Key Tasks / Daily Activities
Process and verify billing documents and invoices each day.
Update and maintain contract details and service agreements in company records.
Serve as the primary liaison for internal requests and questions from field personnel.
Monitor and respond to administrative queries from customers and vendors.
4. Key Performance Indicators (KPIs)
Invoice Processing Time: <2 business days per invoice.
Billing Accuracy: >98% accuracy for processed invoices and contracts.
Contract Renewal Rate: 95% retention of active service agreements.
Customer Satisfaction Rating: >4.8 stars on post-service surveys.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration, Management, or a related field.
Minimum of 3 years’ experience in office management or administrative support, preferably in home services or a similar industry.
Strong organizational skills, attention to detail, and proficiency in Microsoft Office and billing software.
Excellent communication skills and demonstrated ability to manage multiple tasks simultaneously.
6. Preferred Experience
Experience working in elevator maintenance or a related home services field.
Prior exposure to contract management and billing systems within a technical service environment.
Familiarity with scheduling software and customer management platforms.
Proven track record in optimizing administrative processes and workflow efficiency.
7. Physical Requirements
Ability to occasionally lift objects up to 15 lbs.
Frequent use of a computer and standard office equipment in a typical office setting.
Ability to sit for extended periods while working at a desk.
Compliance with standard ergonomic practices to minimize strain.
8. Work Environment and Schedule
Standard office hours Monday through Friday, 8:00 AM to 5:00 PM.
Occasional need for extended hours during peak billing or contract renewal periods.
Primarily based in an office setting with minimal field visits when necessary.
Limited travel required, mostly for internal meetings or training sessions.
9. Compensation and Benefits
Salary range: $50,000 - $60,000 per year, based on experience and qualifications.
Performance-based bonus opportunities.
Comprehensive Health, Dental, and Vision insurance plans.
401(k) plan with company match and additional fringe benefits including paid time off.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we believe in fostering a collaborative and growth-oriented environment where every team member is valued and empowered. Our culture emphasizes continuous learning, innovation, and customer satisfaction. We support each other in reaching professional milestones, celebrating successes together, and contributing to a company legacy of excellence in the home services industry.
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
An elevator contractor lives on contracts that renew for years and on repairs billed one at a time. The office manager keeps both straight, so no renewal slips past and no billable job goes unbilled.
Renewal dates need their own calendar
Check whether each contract renews on its own, and how much notice the owner must give to cancel. Don't lean on a state renewal law without reading it. Wisconsin's law on automatic renewals of business contracts leaves out elevator and escalator maintenance, repair, service and inspection contracts. It also leaves out contracts with government bodies. There, each contract's own terms rule. Keep every renewal date, notice window and price change date on one office calendar. Source: Example state: Wisconsin Statutes 134.49 (renewals of business contracts).
Lien rights hang on an early notice
Missouri, for example, lets a contractor hired by the owner to repair a building or supply its machinery claim a lien. But it must first give the person it contracts with a written notice, in ten-point bold type, before taking any payment. The notice can go with the contract, at the start of work or with the first invoice. The lien must be filed within six months after the debt comes due. Ask your lawyer which of your jobs it should go on. Source: Example state: Missouri Revised Statutes 429.012 (notice to owner).
Covered or billable: check the ticket against the contract
A mechanic's ticket doesn't say who pays. A worn door roller may be covered under one building's contract and billable under the next. A night call may be free on one contract and billed at overtime rates on another. The office checks each ticket against the contract before it becomes a bill. It gets written approval for repairs the contract leaves out, and sends unclear tickets back to the field supervisor.
When a building changes hands
Buildings sell and property managers change. Each change can mean a new name on the bill, new people who may approve work, a new tax status, and a contract that might not pass to the buyer. When the office hears of a sale, it pulls the contract and asks the new owner to confirm it in writing or sign a new one. Then it updates every record before the next billing run.
How much elevator company office managers make
The closest BLS group for elevator company office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for other building equipment contractors earned a median of $36.06 an hour ($75,000 a year) in May 2025, according to the Bureau of Labor Statistics. That’s above the $69,500 median for First-Line supervisors of office and administrative support workers in all industries. About 1,110 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for other building equipment contractors.
Pay is a salary and the results bonus the blueprint lists. Measured against BLS wages for office supervisors at these contractors, the band runs from just above the bottom tenth to about the lower quarter, so a hire who already runs contract renewals will likely cost more.
Other building equipment contractors
$75,000$75,000 median Middle half $59,350–$89,240 10th–90th $46,950–$119,720
All industries
$69,500$69,500 median Middle half $55,950–$85,090 10th–90th $45,610–$104,710
$25k$50k$75k$100k$125k$150k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Other building equipment contractors
$46,950
$59,350
$75,000
$89,240
$119,720
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for elevator contractors on their own. These figures cover other building equipment 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 billing and contract records for a business built on recurring agreements
Has kept a renewal calendar for a large book of service contracts
Reads a maintenance contract and spots what is billable
Leads a small office team through billing runs and busy weeks
Writes firm, polite letters to property managers about bills and renewals
Teach these on the job
Your contract types, exclusions and overtime terms
Lien notice and filing rules where your buildings are
Your service software's contract and billing screens
Large customers' invoicing portals and approval rules
How tickets, quotes and invoices move between field and office
Day to day, the office manager works in service software whose contract module holds recurring billing and renewal dates, the accounting system, and a document store for signed contracts, notices and lien papers. Ask finalists how they'd list every contract that comes up for renewal in the next six months.
Elevator company 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 cancellation letter
A cancellation letter arrives from a [12]-unit building, and its contract required notice by a date that passed last week. What do you do?
A strong answer: Logs the date received, tells the sales manager and GM right away, keeps copies, and doesn't argue contract terms with the customer on their own.
Behavioral · Leading office change
Tell me about a time you changed how your office kept maintenance or inspection records so they were ready when an inspector or customer asked.
A strong answer: Explained why, involved the team and mechanics in the details, set one filing standard and checked it after the change.
Base every target on recent billing and renewal history, and walk through the results with the general manager monthly.
Invoice Processing Time
For billable repairs and after-hours calls, count business days from the mechanic closing the ticket until the bill is sent, and give tickets waiting on the covered-or-billable check their own column. Score the recurring contract run by whether it went out on its date.
Billing Accuracy
Invoices and contracts that needed no correction, out of all sent: right building, car count, rate, coverage and tax. A covered repair billed by mistake counts as an error, and so does an excluded one never billed.
Contract Renewal Rate
Agreements kept past their renewal date, out of all that reached one. For every loss, write down the reason: price, service, a building sale or something else.
Customer Satisfaction Rating
Post-service survey scores from building contacts, read next to billing complaints. A bill that surprises a property manager can cost more goodwill than a slow repair.
What belongs in an elevator maintenance contract file?
Start with the list of units, with each car's state number or serial. Note the contract type, such as full maintenance or oil and grease only, the hours a visit is covered, and the overtime rates. Add the price clause and next change date, the renewal and notice dates, and the people who may approve billable work. A ticket can only be priced right when this sheet is current.
How much does an elevator company office manager make?
First-Line supervisors of office and administrative support workers who work for other building equipment contractors earned a median of $36.06 an hour ($75,000 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $59,350 and $89,240 a year. Pay also depends on your local market, experience and overtime.
Why are renewal weeks so busy for the office manager?
When many contracts share a renewal or price change date, such as January 1 or the start of a customer's budget year, notices, new rates and contract paperwork land in the same weeks as the monthly billing run. Build the calendar a quarter ahead, send notices in batches, and plan time off around those weeks.
How do you settle an overtime bill a building disputes?
Pull the ticket, the dispatch log and the contract clause before you call back. If the contract covered the call, credit it and fix the billing code that caused the mistake. If it didn't, send the clause and the times with a short note. Answer within a few days, since one open dispute can hold up a customer's whole payment.
What do the physical lines in the elevator office manager template cover?
Mostly seated computer work, phone calls and meetings. Now and then the office manager lifts records or office goods weighing up to fifteen pounds, and the template wants the office's ergonomic setup used. The job post should name that work, plus a contact for accommodations.
