Fireplace and stove office manager job description
A fireplace and stove office manager owns the paperwork behind every sale and gets each finished job billed. That means the contract, the cancel notice when one is due, the final bill and the receipt a customer needs for a warranty claim. They also lead the front office and keep the calendar for estimates and follow-up calls.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, other building equipment contractors · BLS, May 2025
Annual pay: 10th percentile $46,950, middle half $59,350 to $89,240, 90th percentile $119,720. Source: BLS Occupational Employment and Wage Statistics, May 2025.
Reports to
General Manager
Department
Administration
Schedule
Weekdays 8 to 5, peak-season overtime · Monday to Friday, overtime in peak install periods, limited job site travel, and on-call help in critical project phases
Also called
Administrative manager · Business office manager · Office coordinator · Billing and office manager
Fireplace and stove office manager job description template
This is our Role Blueprint, word for word. Replace the highlighted fields and adjust the example targets and pay to fit your company.
Oversee all administrative tasks including billing, documentation, and day-to-day office coordination to ensure a smooth and efficient operation within the Fireplace & Stove Installation division. Serve as the central point of contact for both internal and external communications, supporting the overall operational goals and customer satisfaction.
2. Essential Duties and Responsibilities
Manage and coordinate office operations to support timely billing, documentation, and administrative functions.
Oversee the maintenance of accurate records for installations, invoices, and customer communications.
Liaise with field teams to ensure office and on-site operations are aligned and any issues are promptly addressed.
Implement and uphold administrative policies and procedures to ensure compliance and operational efficiency.
3. Key Tasks / Daily Activities
Process, verify, and file invoices and billing documents each day.
Answer inquiries via phone or email and ensure prompt resolution of customer or vendor concerns.
Coordinate scheduling for installation teams and manage the calendar for appointments and follow-up calls.
Monitor office supplies and equipment maintenance and arrange for replacements or repairs as needed.
4. Key Performance Indicators (KPIs)
Invoice Processing Accuracy: 99% accuracy rate.
Billing Cycle Completion: 100% within designated cutoff dates.
Customer Communication Response Time: Within 24 hours 95% of the time.
Documentation Compliance: Maintain 100% adherence to internal policies and audit standards.
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 roles.
Strong organizational and multitasking skills with high attention to detail.
Proficiency in office software, such as Microsoft Office Suite and billing systems.
6. Preferred Experience
Previous experience in a home services or installation industry environment.
Familiarity with industry-specific documentation and compliance requirements.
Experience using customer relationship management (CRM) or scheduling software.
Background in a fast-paced repair or installation service company.
7. Physical Requirements
Ability to lift up to 20 lbs. as needed for handling office supplies and files.
Regularly working in a standard office environment with occasional site visits.
May require periods of standing and walking within the office and installation sites.
Ability to work with computers and other office equipment for extended periods.
8. Work Environment and Schedule
Typical work hours are Monday to Friday from 8:00 AM to 5:00 PM.
Occasional overtime might be necessary during peak installation periods.
Limited travel to job sites may be required.
On-call or emergency support may be expected during critical project phases.
9. Compensation and Benefits
Competitive salary range: $45,000 - $55,000 per year based on experience.
Eligibility for performance-based bonuses.
Comprehensive health, dental, and vision insurance.
401k plan with company match.
Additional benefits include paid time off and professional development opportunities.
10. Company Culture and Overview
We are a forward-thinking, community-focused company dedicated to excellence in home services and customer satisfaction.
Our team values collaboration, integrity, and an entrepreneurial spirit, creating an environment that fosters growth and continuous learning.
We empower our employees to take initiative, innovate, and achieve both personal and professional success.
Our inclusive culture welcomes diverse perspectives, and we are committed to supporting the career development of every team member.
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
One company sells over a showroom counter, at kitchen tables and from a service van, and each kind of sale carries its own paper. The office manager matches the right forms to each one.
Showroom sales and home sales follow different rules
Under the FTC's Cooling-Off Rule, buyers can cancel many sales signed in their home within three business days, with notice forms handed over at signing. The rule leaves out a sale that follows earlier talks during the buyer's visit to your showroom. Its exception for repair visits stops at repair parts, so a new insert sold on a service call is covered. The office manager picks each sale's forms, gives the notice when in doubt, and holds special orders until the window closes. Source: 16 CFR Part 429: Cooling-Off Rule for sales made at homes (eCFR).
Bigger jobs can need a written contract first
In Vermont, for example, a contractor must register with the state before signing a homeowner for more than ten thousand dollars of work, labor and materials included. Heating work counts. Above that amount, a registered contractor needs a written contract before taking a deposit or starting work. It lists the price terms, rough dates, scope and materials, and how changes get approved. The law also caps the down payment on a job with a maximum price. Appliance installs and licensed trade work can be exempt, so ask counsel. Source: Vermont statutes, 26 V.S.A. chapter 106: Residential contractors.
The receipt is the customer's claim form
HearthStone, for example, doesn't make owners register a unit to get warranty parts or service. But it does need proof of purchase for any warranty claim. Its 2026 summer rebate asked buyers for the serial number and a receipt showing the dealer, date, product and price. So the office makes every receipt show those details plus the model. It keeps a copy and can resend it in minutes when a customer asks. Source: HearthStone: Warranty and registration.
A finished job leaves a packet behind
When an install is done and any inspection has passed, the customer should have the owner's manual, the warranty terms, the receipt and, if a permit was pulled, a copy of the final. Add the date of the first yearly service. The office builds that packet, emails a copy, and files it under the home's address. Then the next call about that unit starts with the right papers.
How much fireplace and stove office managers make
The closest BLS group for fireplace and stove 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.
Salaried, with performance bonuses. The template's top salary falls short of the BLS median for this occupation among the contractors BLS groups hearth companies with, so an experienced office lead may expect more. Reward contracts and bills that pass a monthly spot check and go out by the cutoff.
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 fireplace and stove installers 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
Knows which sales need a cancellation notice and checks that the forms are signed
Bills finished installs and service by the cutoff, with model and serial on every receipt
Supervises the front desk and sets who answers web leads, calls and walk-ins
Keeps contracts, change orders and permits in one file per home
Turns each maker's warranty and rebate rules into a checklist for the counter
Teach these on the job
Your contract forms and cancellation notices
Registration and contract laws where you work
Each maker's warranty and rebate paperwork
The counter register, field app and accounting system, and where each record lives
The product lines and what each install includes
Showroom sales ring up at the counter's register, installs and service live in the field app, and bills run through the accounting system. Add a contract template for each kind of sale, a shared estimate calendar, and a folder per home that holds the contract, receipt, permit and closeout packet.
Fireplace and stove 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 · Clearing a permit holdup
The permit office says an application is missing information, and the install is next week. What do you do?
A strong answer: Finds out exactly what's missing, gets it from the installer or the manual, resubmits, warns dispatch and the customer if the date may slip and adds it to a permit checklist.
Behavioral · Collecting final payments
Tell me about a time a customer held back a final payment over a small issue after an install. How did you handle it?
A strong answer: Got the facts from the installer, booked the fix quickly, stayed polite, worked out with a manager what was fair to hold until it was done, documented it and followed up to collect.
Score counter sales, home sales and service tickets apart, since each carries different paper and a miss on one shouldn't hide behind the others.
Invoice Processing Accuracy
Customer bills and receipts sent without a correction, out of all sent. Check that each one names the right model, serial number, fuel and price, and that any deposit was applied.
Billing Cycle Completion
Installs and service calls billed by the cutoff date, out of all finished. List jobs still waiting for their startup separately, so none slips past the cutoff unbilled.
Customer Communication Response Time
Time to answer the emails, voicemails and messages that reach the office, counted from the hour each arrives. Questions about receipts, warranties and order status all count.
Documentation Compliance
Monthly, open a few closed job files and look for the signed contract, any cancel notice, change orders, the receipt and the permit. Score each file pass or fail.
How does the office manager's install scheduling fit with dispatch?
Coordinating install scheduling is in the template, along with the calendar for appointments and follow-up calls. Where the company also has a dispatcher and an operations manager, that coordination is the hand-off: the office sends each sold job to operations, which sets the install date, and passes customer changes to dispatch, which runs each crew's day. The estimate and follow-up calendar stays with the office.
How much does a fireplace and stove 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.
A customer cancels a special order after any cancel window. What now?
Follow the contract's own cancel terms, which should say what is refunded and what isn't. Ask the maker whether the unit can go back, and at what cost, before you quote the customer. If it can't, offer the deposit as credit toward another unit. Never hold back money the law says to return. Under the Cooling-Off Rule, a buyer who cancels a covered sale in time is owed their payments back within ten business days.
Should the office manager also work the showroom counter?
Only as a backup. Counter sales of pellets, glass cleaner, tools and parts pile up on busy fall days, and someone has to ring them up while the sales staff are with buyers. When the office manager covers, they follow the same register and drawer count rules as everyone else, and a different person checks the count. Write down who opens and closes the register on each day the showroom is open.
What on-site work fits the office manager template's standing and lifting lines?
Carrying a carton of brochures, a box of receipt rolls or a returned remote kit, all within the template's 20 pounds. Standing at the showroom counter to walk a buyer through a contract. Walking an install with the lead installer to collect a signature. Listing them lets a candidate say whether they can do each one, with or without an accommodation.
