A fence company office manager keeps the paperwork behind every install moving: billing each job the day it's finished, keeping a file that answers disputes, and handling new-hire paperwork for the spring crew push. They lead the CSRs and keep builder and school paperwork current, so no crew gets turned away at a subdivision gate.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, other specialty trade contractors · BLS, May 2025
Serve as the central point of contact for all administrative activities within our fence installation business, ensuring efficiency in office operations, billing processes, and basic HR functions.
2. Essential Duties and Responsibilities
Oversee daily office administrative tasks including billing, scheduling, and record maintenance.
Manage incoming customer inquiries and coordinate project scheduling with the field teams.
Process invoices and maintain accurate billing records to ensure financial integrity.
Provide basic HR support including onboarding, employee record management, and benefits coordination.
Collaborate with vendors and service teams to ensure seamless communication and project execution.
3. Key Tasks / Daily Activities
Greet and assist customers with inquiries about fence installation services.
Process and reconcile daily invoices and manage billing cycles.
Schedule appointments and coordinate work assignments with service technicians.
Manage office inventory and maintain communication with vendors for supplies.
Facilitate basic HR procedures such as tracking employee attendance and onboarding new hires.
4. Key Performance Indicators (KPIs)
Billing accuracy with a target of 98% accuracy.
Customer satisfaction rating above 4.8 stars.
Reduction in processing time for administrative tasks to less than 24 hours per task.
Employee onboarding completion rate of 100%.
Resolution of billing discrepancies in under 5% of transactions.
5. Required Qualifications and Skills
Associate degree or higher in Business Administration or a related field.
3-5 years of experience in office management or administrative roles.
Proficiency in office software suites and billing systems.
Strong organizational, multitasking, and communication skills.
Basic understanding of HR procedures and compliance.
6. Preferred Experience
Experience in the home services, construction, or fence installation industries.
Familiarity with customer service management in a fast-paced setting.
Demonstrated ability to manage multiple responsibilities simultaneously.
Proven track record of improving office efficiency and customer relationships.
7. Physical Requirements
Ability to lift up to 20 pounds occasionally.
Prolonged periods of sitting, standing, and walking in an office environment.
Occasional field visits to fence installation sites may be required.
Adequate vision and manual dexterity for operating computer equipment.
8. Work Environment and Schedule
Standard office hours with occasional overtime during peak periods.
Occasional travel to project sites as necessary.
Typical schedule: 8 AM - 5 PM, Monday through Friday.
On-call availability during critical project phases.
9. Compensation and Benefits
Salary range: $45,000 - $55,000 per annum based on experience.
Eligible for performance bonuses up to 10% of annual salary.
Comprehensive health, dental, and vision insurance benefits.
401(k) plan with company match.
Paid vacation, sick leave, and opportunities for professional development.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we foster a culture of teamwork, continuous growth, and excellence.
Our innovative approach in the fence installation industry drives us to continuously improve and exceed customer expectations.
We are dedicated to empowering our employees through mentorship and opportunities for advancement.
Join us to be part of a collaborative team that values integrity, quality workmanship, and customer satisfaction.
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
Fence crews finish and move on fast, and the paperwork has to keep pace: the invoice, the photos, the signed layout, the spring hires. The office manager makes sure none of it waits a week.
Spring recalls count as new hires
An installer laid off in December and called back in March is a new hire again under federal law, which counts anyone rehired after 60 or more straight days away. Each one is reported to the state where they work within 20 days of hire, or sooner where a state's own rule says so. The office manager sends the worker's name, address, Social Security number and first day of paid work, plus the company's name, address and federal ID. Source: Administration for Children and Families: New hire reporting.
Bill the day the gate swings
A backyard fence is often done within days of the first post, with the homeowner watching. The office manager sets the routine: the crew lead sends final photos and the signed walk-through, and the invoice goes out that afternoon with the balance, any approved extras and a payment link. Don't let a final bill sit in a paperwork pile. Send it while the homeowner is still walking the new fence.
The file that answers a dispute
Many fence disputes come down to placement: a gate on the wrong side, a line a foot off, the wrong picket style. Before scheduling, the office files the layout the homeowner signed, with gate spots, heights and style marked. After the install it adds the crew's photos and the walk-through sign-off. If a homeowner disputes a card payment, that file is the company's answer, sent before the processor's deadline.
Builder and school accounts want papers first
Before a crew sets posts in a new subdivision or along a school field, the customer often wants the company set up as a vendor. Expect to send a W-9 form and an insurance certificate that names the customer, plus the signed bid forms for schools or towns. Certificates lapse on different dates through the season. The office manager tracks each account's papers, asks the agent for renewals early, and tells the dispatcher which accounts are cleared for crews.
How much fence company office managers make
The closest BLS group for fence 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 specialty trade contractors earned a median of $32.55 an hour ($67,710 a year) in May 2025, according to the Bureau of Labor Statistics. That’s about the same as the $69,500 median for First-Line supervisors of office and administrative support workers in all industries. About 5,630 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for other specialty trade contractors.
Salary, plus a bonus capped at a tenth of salary. Counting every bonus dollar, total pay falls short of the median BLS gives for office supervisors in the industry group that counts fence companies, so someone already running an office team will likely want more.
Other specialty trade contractors
$67,710$67,710 median Middle half $53,920–$85,990 10th–90th $45,470–$105,800
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
Other specialty trade contractors
$45,470
$53,920
$67,710
$85,990
$105,800
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for fence contractors on their own. These figures cover other specialty trade 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 the front office for a contractor that sells in the home
Gets each finished job invoiced the day the crew wraps up
Keeps signed layouts, photos and sign-offs in one file per job
Tracks new-hire and rehire reporting dates through a spring hiring rush
Coaches CSRs on what to promise and what to hand off
Teach these on the job
Your contract, layout and walk-through forms
Your card processor's dispute steps and deadlines
Your state's new-hire reporting site
Each builder's vendor setup and insurance asks
Fence styles and terms as they appear on contracts and invoices
Expect the CRM, billing and accounting software, the card processor's dispute site, e-signature and a shared drive holding each job's layout and photos. Ask finalists what they would gather the morning a card dispute arrives on a three-week-old install.
Fence 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 · Basic HR support
A new installer starts Monday, and nobody has sent their onboarding paperwork. What do you do?
A strong answer: Sends the paperwork today, schedules the I-9 review for the first day, sets up payroll and safety training, and fixes the hiring checklist.
Behavioral · Office efficiency
Tell me about an office process you sped up, such as invoicing or onboarding.
A strong answer: Names the bottleneck, such as chasing signed change orders or new-hire paperwork, the change made, and the time it saved.
The template writes a target into each of these names. Treat those as a first guess. After a full spring of your own invoices and hires, set new ones together with the general manager.
Billing accuracy with a target of 98% accuracy
Invoices sent back for a fix after they went out, against all invoices sent. Common fence misses: a gate built but never billed, the wrong footage, a deposit not credited, or an extra billed without the homeowner's signature.
Customer satisfaction rating above 4.8 stars
The office's share of the survey: callback speed, how clear the contract and invoice were, and how billing questions were handled. Read the comments each month with the CSRs.
Reduction in processing time for administrative tasks to less than 24 hours per task
Time from a task landing, such as a signed contract to file, a rehire to report or a certificate request, to the task marked done, from the office's task list. Compare the spring months with the rest of the year.
Employee onboarding completion rate of 100%
New hires and rehires with every form signed, the handbook acknowledged and the state report filed on time, out of all starts. Count spring recalls the same as brand-new hires.
Resolution of billing discrepancies in under 5% of transactions
Invoices that needed a correction or a credit, as a share of all invoices, with each cause logged. A cause that keeps coming back, such as extras added on site with no signed change, gets fixed where it starts.
What if the homeowner won't sign the walk-through?
Have the crew lead note what the homeowner raised and take photos, then call that day. If it's a quick fix, such as a latch that catches or a missing post cap, book it and send the invoice once it's done. If it's about where the fence went, pull the signed layout before anyone promises a change, and bring in the general manager.
How much does a fence company office manager make?
First-Line supervisors of office and administrative support workers who work for other specialty trade contractors earned a median of $32.55 an hour ($67,710 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $53,920 and $85,990 a year. Pay also depends on your local market, experience and overtime.
What happens when a homeowner moves a gate after signing?
It's a change order, even when the price doesn't move. The estimator redraws the layout with the new gate spot, and the homeowner signs it before install day. The office swaps the new layout into the job file, tells the dispatcher and the yard, and marks the old one void so no crew builds from it.
Can the crew lead collect the final payment on site?
Only if the office writes the rules first. The simplest route: the lead texts the invoice's payment link while the homeowner is still at the gate, and the office watches for it to clear. If leads may take checks, the checks are made out to the company, photographed with the job sheet and dropped at the office that day. Crews never take cash or agree to a discount on the spot; those calls go back to the office.
How much of a fence office manager's job is away from the desk?
Not much, which is what the template's lifting, vision and site visit lines describe. Expect carrying a file box of signed contracts to storage, comparing a crew's photos with the signed layout on screen, and the odd site visit with the general manager when a homeowner disputes a line. Those lines stay word for word. Put these tasks next to them in the posting, with a note on how a candidate can raise an accommodation need.
