A flooring office manager makes sure every job is billed right. Extras get approved before the crew does them, store jobs are billed the way each program allows, and contracts signed at home carry the cancel forms. The office manager also leads the CSRs and gets customers and installers an answer within a day.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building finishing contractors · BLS, May 2025
Serve as the primary point of contact for managing administrative tasks, billing, and daily office coordination for our flooring installers. Ensure smooth communication and scheduling between the office and on-site teams to support project efficiency and customer satisfaction.
2. Essential Duties and Responsibilities
Oversee daily administrative processes, ensuring all office operations run effectively.
Manage billing, invoicing, and record-keeping for flooring installation projects.
Coordinate scheduling and communication between flooring installers and clients.
Collaborate with management to streamline office procedures and implement best practices.
3. Key Tasks / Daily Activities
Handle incoming calls, emails, and inquiries from customers and installers.
Process billing and manage invoicing tasks promptly and accurately.
Schedule appointments and coordinate logistics for on-site flooring projects.
Maintain precise office records and manage documentation for project tracking.
4. Key Performance Indicators (KPIs)
Administrative Efficiency Rate: Achieve >95% on-time completion of administrative tasks.
Billing Accuracy: Maintain an invoice error rate of <2%.
Customer Satisfaction Rating: Exceed a rating of >4.7 stars in customer feedback.
Communication Response Time: Respond to all inquiries within 24 hours.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration or a related field.
Minimum of 3 years’ experience in office management or administrative roles.
Strong proficiency in scheduling software and billing systems.
Excellent organizational, communication, and customer service skills.
6. Preferred Experience
Previous experience in the home services or flooring installation industry.
Background in managing administrative functions in a fast-paced work environment.
Familiarity with CRM systems and project management tools.
Proven track record in optimizing workflow processes and enhancing operational efficiency.
7. Physical Requirements
Ability to lift up to 20 lbs for occasional file and equipment handling.
Work predominantly in a standard office environment with ergonomic setups.
Occasional site visits may be required for coordination purposes.
Extended periods of sitting while performing computer-based tasks.
8. Work Environment and Schedule
Standard office hours from 8 AM to 5 PM.
Occasional overtime and short local travel for site coordination.
A supportive and collaborative team environment.
Minimal on-call duties outside of regular working hours.
9. Compensation and Benefits
Salary Range: $45,000 - $55,000 USD per year.
Annual performance bonus based on meeting or exceeding KPIs.
Comprehensive Health, Dental, and Vision insurance plans.
401k matching program along with additional fringe benefits.
10. Company Culture and Overview
Our company is dedicated to fostering a collaborative, innovative, and growth-oriented work environment.
We believe in investing in our employees through continuous training, clear career pathways, and a supportive culture that celebrates success.
We value transparency, integrity, and teamwork, ensuring every team member contributes to our shared vision.
Illustrative Example: At [INSERT COMPANY NAME HERE], each employee is empowered to innovate and lead, actively contributing to a workplace culture that prioritizes both individual development and collective success.
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
Flooring jobs change once the old floor comes up, and each kind of customer pays its own way. The office's paperwork has to change with them.
Extras need a yes before the crew does them
Rotten subfloor, a low spot in the slab or a second layer of old flooring often turns up only after tear-out. The office sets the approval rule: the lead sends photos and the price-list item, and the homeowner signs before the crew goes on. Pennsylvania's home improvement law, for one, bars straying from the contract's plans in a material way without a written change order, dated and signed by both sides, with the price change. The office files it and bills the extra as its own line. Source: Pennsylvania Office of Attorney General: Home Improvement Consumer Protection Act, 73 P.S. § 517.1 et seq..
Store jobs bill the way the program says
When a store sold the floor, its program rules decide who may charge that customer for anything more. Some programs bar installers from taking any money from the store's customer, so extras found on site go back through the store as an added sale. Others let you bill the homeowner for certain work. For each program, the office manager sets down on one sheet who prices, approves and collects extras. Then CSRs and leads learn it.
Contracts signed at home carry the cancel forms
Many flooring sales close at the kitchen table after a measure. The FTC's Cooling-Off Rule requires telling the buyer out loud that they can cancel. Write the contract and notice in the language the sale was made in, with the cancel statement by the signature. Attach the cancel form in duplicate, filled in with your name and address, the sale date and the last day to cancel. A sale worked out in your showroom may fall outside the rule, and state laws may add more, so ask a lawyer. Source: 16 CFR Part 429: FTC Cooling-Off Rule (eCFR).
Insurance-paid floors still have one customer
After a leak, a homeowner's insurer may pay for new flooring. The homeowner is still your customer and signs your contract. The office files the claim number and the adjuster's estimate with the job. Anything the homeowner chose beyond that estimate, such as a better product or more rooms, goes on the contract as theirs to pay. Your staff stay out of coverage questions; those belong to the homeowner and their insurance company.
How much flooring office managers make
The closest BLS group for flooring 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 finishing contractors earned a median of $32.00 an hour ($66,560 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 5,310 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for building finishing contractors.
The template offers salary, with a once-a-year bonus for hitting its KPIs. BLS figures for office supervisors in its building finishing contractors group, which counts flooring firms, show only about a quarter earning the template's top figure or less, so a seasoned office lead may want more. Weight the bonus toward billing accuracy.
Building finishing contractors
$66,560$66,560 median Middle half $53,880–$81,370 10th–90th $42,160–$101,780
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 finishing contractors
$42,160
$53,880
$66,560
$81,370
$101,780
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for flooring contractors on their own. These figures cover building finishing 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 billed jobs whose scope changed after the work started
Holds an extra off the invoice until the customer's written approval is in the file
Keeps separate billing rules straight for homeowners, stores and builders
Catches a contract that's missing its cancel form or cancel-by date
Has supervised CSRs and trained them on billing rules that differ by customer
Teach these on the job
Prices for leveling, stairs, tear-out and other extras
Each store program's rules on extras and payments
The home-sale contract and its cancel form
How insurance-paid jobs are set up in your software
Where extras and store order numbers go in your flooring software
The office works in its job and billing software, e-signature for contracts and extras, the stores' vendor sites, and a shared folder of job photos. Set them up so an extra's photos, price and signed approval sit in one job file the invoice can point to.
Flooring 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 · Cancellations
A customer calls to cancel a special-order floor two days after signing, and the material is already ordered. What do you do?
A strong answer: Checks the contract and any legal cancellation period for in-home sales, involves the manager, asks the supplier about canceling or restocking, and gives the customer the answer in writing.
Behavioral · Paperwork that protects money
Tell me about a time missing paperwork, such as a signed change order or moisture records, cost the company money. What did you change?
A strong answer: Explains the loss, the new step or form, and how they made sure it stuck.
Store, builder and homeowner jobs each bill by different steps, so measure them apart before you and the general manager agree on targets.
Administrative Efficiency Rate
Keep a weekly checklist of office work with due dates: contracts reviewed, invoices out, job files closed. Report how much got done by its date, and which item runs late most often.
Billing Accuracy
Tag every invoice fixed after sending with its cause: an extra with no approval, the wrong party billed on a store job, or a missing line. The rate is those fixes over all invoices sent that month.
Customer Satisfaction Rating
Survey answers about billing, paperwork and how the office handled questions. Send comments on the install crew to the operations team on their own line.
Communication Response Time
Time it on three queues: customer messages, installer texts from job sites and store coordinators' emails. Read the installer queue first, since a crew waiting on an answer about an extra is losing install time.
Bill it only if the customer agrees after seeing the photos and the price. If they don't, the company carries the cost, so find out why the approval step was skipped and fix that step with the lead. Before anyone talks about taking it from an installer's check, check with the bookkeeper on what federal and state wage law allows.
How much does a flooring office manager make?
First-Line supervisors of office and administrative support workers who work for building finishing contractors earned a median of $32.00 an hour ($66,560 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $53,880 and $81,370 a year. Pay also depends on your local market, experience and overtime.
Should a flooring office lend out samples?
Letting customers see a sample in their own light helps them choose, so it's worth the bother. Sign each sample out against a name, phone number and return date, and call when it's late. Costly boards can go out against a card on file or a refundable deposit. A board that never comes back costs more than the minute it takes to log it.
Which three files test a flooring office manager?
One: on a store job, the lead took cash from the customer for extra leveling. Two: a contract signed at the kitchen table has no last day to cancel filled in. Three: on an insurance job, the homeowner upgraded to wood. A strong finalist checks that store's rules on taking money, flags the missing date to the salesperson and the lawyer before any work is booked, and puts the upgrade on the contract as the homeowner's share.
What tasks belong under the office manager template's 20-pound and site visit lines?
Carrying a file box to storage or a few sample boards to the showroom. Driving to a job to get a missing signature or look at an extra with the lead. The template's lines stay as they are; the errands go in a short note below them, with a name to ask about accommodations.
