A facility management office manager keeps the papers behind every client contract in order. That means signed scopes and changes, vendor insurance and licenses, billing records and client files. They run the office and line up schedules between field staff and managers, so every change reaches the crews, the vendors and the invoice.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, facilities support services · BLS, May 2025
Manage facility operations, administrative tasks, billing, and contract documentation while ensuring seamless daily coordination and efficient service delivery.
2. Essential Duties and Responsibilities
Oversee day-to-day facility management operations and office administration.
Maintain accurate billing records and handle financial transactions.
Process and archive contract documents in compliance with company policies.
Coordinate daily schedules, meetings, and communications to support operational efficiency.
3. Key Tasks / Daily Activities
Review and manage correspondence, emails, and phone inquiries.
Process invoices, track payments, and prepare financial reports.
Organize, monitor, and update contract and vendor files.
Liaise between field staff and management to schedule work and resolve issues.
4. Key Performance Indicators (KPIs)
Billing Accuracy: ≥ 98% accuracy on financial transactions.
Contract Processing Turnaround: ≤ 24 hours per contract document.
Customer Satisfaction Rating: > 4.8 stars from service interactions.
On-Time Coordination: ≥ 95% adherence to daily scheduling targets.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration, Facility Management, or related field.
3+ years of experience in office management or administrative roles.
Proficient in MS Office Suite and facility management software.
Excellent communication, organization, and multitasking skills.
6. Preferred Experience
Experience in the home services or facilities management industry.
Prior exposure to billing systems and contract administration.
Demonstrated ability to manage multiple tasks in a fast-paced environment.
7. Physical Requirements
Ability to occasionally lift up to 20 lbs.
Prolonged periods of sitting and office-based work.
Occasional field visits may require standing and light physical exertion.
Ability to navigate both indoor office and outdoor service environments.
8. Work Environment and Schedule
Standard office hours with additional hours based on operational needs.
Occasional attendance at off-site meetings and training sessions.
Minimal travel required between facilities and vendor locations.
On-call duties may be necessary for timely coordination of critical tasks.
9. Compensation and Benefits
Salary Range: $45,000 - $60,000 per year based on experience.
Annual performance bonus eligibility.
Comprehensive Health, Dental, and Vision insurance plans.
401(k) plan with company match and additional fringe benefits.
10. Company Culture and Overview
We are a growth-oriented company that values integrity, teamwork, and continuous improvement.
Our culture is built on open communication, professional development, and a supportive work environment.
We celebrate achievements and foster a collaborative atmosphere that empowers our employees to succeed.
Join us to make an impact in the home services industry while advancing your career in a dynamic setting.
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
Every building runs on a contract, and every vendor who works in one needs papers on file. The office manager keeps both current, so nothing reaches a client site or an invoice on old terms.
Vendor insurance gets checked against the client contract
Your company may send an elevator, roofing or sprinkler vendor into a client's building. Read what your client contract asks of anyone you send in, and require the same of the vendor, including any additional insured endorsements it calls for. The office manager collects each vendor's certificate and endorsements and compares the limits. They file any license the trade needs and track every date a paper runs out. A vendor whose policy has lapsed stays off the schedule.
A one-page summary of every contract
Contracts run long, and the facts people need every day are scattered through them. The office manager writes a one-page summary of each. It lists the site contacts, the hours crews may work, and what gets done in each area and how often. It also says how big a job can get before someone must sign off, who that is, and how the client wants invoices sent. Supervisors, dispatch and billing work from that page, and it changes within a day of any signed amendment.
A new porter shift needs paper
Property managers add and drop work all year: a second day porter for the holidays, a weekly garage sweep, a vacant floor taken off the cleaning list. The office manager gets each change signed, or confirmed in writing the way the contract requires, then updates the schedule and the billing setup the same day. A change that reaches the crew but not billing is work done for free. One that reaches billing but not the crew becomes a complaint.
Federal work needs a live registration
To bid on federal contracts as the prime contractor, a company needs a registration on SAM.gov, the government's award system. SAM.gov says to renew that registration every 365 days, or it lapses. If you hold federal building contracts directly, or plan to bid on them, the office manager owns the renewal date. They keep the company's details in the record up to date and start each renewal well before the deadline. Source: SAM.gov: Entity registration.
How much facility management office managers make
The closest BLS group for facility management office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for facilities support companies earned a median of $30.60 an hour ($63,650 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 1,500 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for facilities support services.
The blueprint pays this role by salary, with a bonus once a year. More than half of the office supervisors BLS surveyed in facilities support earned past its top figure, so an experienced contract administrator may ask for more than the range offers.
Facilities support services
$63,650$63,650 median Middle half $52,850–$84,990 10th–90th $45,210–$101,570
All industries
$69,500$69,500 median Middle half $55,950–$85,090 10th–90th $45,610–$104,710
$40k$50k$60k$70k$80k$90k$100k$110k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Facilities support services
$45,210
$52,850
$63,650
$84,990
$101,570
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
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 kept contract and vendor files for a service business with many sites
Reads an insurance certificate and spots a missing endorsement or a low limit
Turns a signed change into schedule and billing updates the same day
Supervises the service desk and office staff, and takes calls in a rush
Follows up with vendors and property managers until each paper is in
Teach these on the job
Your client contracts and their insurance terms
Your CMMS and billing setup
SAM.gov renewal steps, if you hold federal work
How each client wants invoices sent, coded and backed up
Your vendor onboarding checklist
The office runs on the CMMS, the billing side of the accounting system, shared folders by client and building, and a tracker that warns before vendor certificates and contract dates lapse. Many offices start that tracker in a spreadsheet and move to vendor compliance software once the vendor list grows.
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 · Late timesheets
A field supervisor submits timesheets late every week, which delays billing. What do you do?
A strong answer: Talks to them, shows the billing impact, makes it easier (mobile entry), sets a deadline and escalates if it continues.
Behavioral · Process improvement
Tell me about a billing, scheduling or contract process you fixed in an office. What was slow before, and what did you change?
A strong answer: Names the bottleneck, the specific fix such as a template, shared tracker or automation, and roughly how much time or how many errors it saved.
Base targets on two months of your own invoices and contract changes, and walk through each month's misses with the general manager.
Billing Accuracy
Invoices that went out right the first time: correct building, owner, scope, rate and approved extras. Log every credit and reissue with its cause, and watch for one cause that keeps coming back at a client.
Contract Processing Turnaround
Hours from a signed contract or change arriving to its summary, schedule and billing setup being updated. Time-stamp each document when it lands and when each update is done.
Customer Satisfaction Rating
Each quarter, ask property managers to rate the office side: how fast questions get answered, how clean invoices are, how quickly papers arrive. Keep those scores apart from ratings of the cleaning and repair work.
On-Time Coordination
Daily scheduling items done on time, such as vendor visits confirmed, crews told of site changes and meetings set, against all items due that day, from the office's task log.
What goes in a vendor's file at a facility management company?
Start with the signed subcontract or service agreement and the insurance certificate, with any endorsements your client contracts call for. Add the trade license where one is needed, rates, a safety contact and an after-hours number. Add each client's site rules the vendor has signed. Keep one file per vendor, with a page listing which client sites it may work at.
How much does a facility management office manager make?
First-Line supervisors of office and administrative support workers who work for facilities support companies earned a median of $30.60 an hour ($63,650 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $52,850 and $84,990 a year. Pay also depends on your local market, experience and overtime.
Who can sign a scope change?
Whoever the contract names, often the property manager for small changes and the owner or asset manager for larger ones. Keep each client's list of approvers on its contract summary, and don't load a change that came from someone not on it. A text from a site manager is a request, not an approval, until the named person confirms it.
What after-hours calls reach a facility office manager?
Mostly about access and papers. A vendor may need its certificate sent to a building before a night job, or a client may need a lost access card turned off. Keep certificates, contract summaries and building contacts where you can reach them from a phone, so these calls take minutes.
Why does the office manager template mention outdoor service environments?
Because the job leaves the office now and then. When a contract starts, the office manager may walk the property with the general manager and photograph its condition, so the file shows what the building looked like on day one. Other trips drop off signed papers or access cards, or meet a vendor at a site. In your posting, say roughly how often that happens.
