A gutter cleaning office manager runs billing, the booking team and the paperwork behind every cleaning, repair and guard sale. They make sure crews get clean schedules, customers get accurate invoices, and management gets a daily read on the season.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building services companies · BLS, May 2025
Serve as the central administrative support for our gutter cleaning operations, ensuring efficient billing, scheduling, and communication across all departments. Enhance operational effectiveness by coordinating day-to-day activities, streamlining processes, and supporting the management team in achieving service excellence.
2. Essential Duties and Responsibilities
Oversee daily administrative tasks to ensure optimal workflow and timely completion of billing and documentation.
Coordinate day-to-day operational activities, including scheduling, customer correspondence, and vendor communication.
Manage invoicing and billing processes, ensuring high levels of accuracy and prompt resolution of discrepancies.
Serve as a point of contact for both internal teams and customers, addressing inquiries and facilitating effective communication.
3. Key Tasks / Daily Activities
Review and process billing documents and invoices for accuracy and timeliness.
Schedule and coordinate field service appointments, ensuring teams are dispatched efficiently.
Monitor daily operations to identify and resolve logistical or administrative challenges.
Communicate with customers to confirm appointments, address concerns, and provide status updates.
Prepare operational reports for management, highlighting key performance metrics and areas for improvement.
4. Key Performance Indicators (KPIs)
Billing Accuracy: Maintain a minimum accuracy rate of 98% in invoicing and billing processes.
Customer Satisfaction Rating: Achieve a rating exceeding 4.8 stars based on post-service surveys.
On-Time Service Delivery: Ensure a minimum of 90% of services are delivered on schedule.
Administrative Efficiency: Attain a 95% completion rate of daily tasks and report submissions.
5. Required Qualifications and Skills
Bachelor’s degree or equivalent practical experience preferred.
Minimum of 3 years in an administrative or office management role, ideally within service-based operations.
Proficient with Microsoft Office Suite and scheduling software applications.
Excellent communication and organizational skills with strong attention to detail.
Ability to multitask and work effectively under pressure in a fast-paced environment.
6. Preferred Experience
Previous experience in the home services industry, preferably in gutter cleaning or related exterior maintenance services.
Experience working with customer relationship management (CRM) systems and billing software.
Familiarity with field service coordination and vendor management.
7. Physical Requirements
Ability to work at a desk for extended periods, with regular use of a computer and telephone.
Occasional lifting of files or office supplies (up to 20 lbs) may be required.
Comfortable working in an office environment with occasional visits to service sites.
8. Work Environment and Schedule
Standard office hours from 8:00 AM to 5:00 PM, Monday through Friday.
Occasional extended hours during peak service periods or special projects may be necessary.
Some travel between office and service sites may be required.
Minimal on-call duties, primarily focused on administrative support.
9. Compensation and Benefits
Salary range: $45,000 - $55,000 per year, based on experience and qualifications.
Performance-based bonus structure available.
Comprehensive benefits package including Health, Dental, and Vision coverage.
401(k) plan with company matching contributions.
Additional fringe benefits such as paid time off and professional development opportunities.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we cultivate a collaborative environment where every team member is valued and empowered to make a real impact.
We are dedicated to growth, innovation, and continuous improvement, with a focus on delivering outstanding customer satisfaction.
Our culture promotes inclusivity and career development, offering ample opportunities for personal and professional advancement.
Join us in a role that challenges you to excel while contributing to a supportive and forward-thinking team.
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
The office handles stacks of small tickets for homeowners who weren't there to see the work. Paperwork, card data and sales made at the house need tight rules.
Sales made at the house come with a cancel form
When a crew or sales rep sells guards or extra work at the customer's home, the FTC's Cooling-Off Rule may cover the sale, even when the customer invited them over or asked for the cleaning. The homeowner must hear about the right to cancel, which lasts three business days and ends at midnight on the last one, and must get two copies of a cancellation form plus a copy of the contract or receipt. Keep the forms on every truck. Source: FTC consumer advice: Buyer's remorse, the FTC's Cooling-Off Rule.
Stored cards need real security
Plan customers often leave a card on file so the crew can bill after the visit. Illinois's Personal Information Protection Act requires a business that keeps Illinois residents' personal information to implement and maintain reasonable security measures. Store card numbers only in the processor's vault, never in job notes or spreadsheets, and limit who can see them. Source: Illinois Personal Information Protection Act, 815 ILCS 530/45 (data security).
A morning report the GM can read in a minute
In season, send the general manager one short report each morning: houses booked and finished, jobs moved for weather, open invoices, plan renewals and callbacks. Pull it from the field service software so nobody types it twice. A dip in finished houses per crew or a pile of unpaid invoices then shows up within days, not at month-end.
One price book, kept current
CSRs, estimators and crews all quote from the price book for stories, gutter length, guards and add-ons. The office manager keeps one current copy in the field service software, changes it only with the general manager's sign-off and tells the team the day it changes. Old prices saved on a crew phone are a common source of billing disputes.
How much gutter cleaning office managers make
The closest BLS group for gutter cleaning 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 and home services companies earned a median of $29.81 an hour ($62,000 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 9,310 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for building services companies.
Usually a salary plus the bonus in the template. Even its highest salary sits below the middle BLS figure for office supervisors in building services, so a candidate who also leads the CSRs may expect more.
Building services companies
$62,000$62,000 median Middle half $50,320–$75,950 10th–90th $43,020–$96,010
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 services companies
$43,020
$50,320
$62,000
$75,950
$96,010
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for gutter cleaning companies on their own. These figures cover services to buildings and dwellings, 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
Billing and collections for a high count of small invoices
Leading CSRs through spring and fall call volume
Clear writing to homeowners who weren't home for the visit
Good judgment with card data and customer records
Comfort with field service software, a CRM and Microsoft Office
Teach these on the job
Your price book and plan terms
Cancellation forms and when crews use them
The field service app's reports
Ordering guards, downspouts and office supplies from vendors
Your state's data breach steps
Expect a field service program with customer records, billing and job photos, a processor that vaults stored cards, Microsoft Office and a phone system with texting. List your programs in the job ad so applicants can judge the learning curve.
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 refund requests
A customer wants a refund, saying the gutters overflowed in the next storm. What do you do?
A strong answer: Checks the job photos and notes, has a supervisor or technician revisit, fixes it if the cleaning was incomplete, and follows the refund policy if not.
Behavioral · Fixing plan scheduling
Tell me about a time plan customers kept getting missed or double-booked for their spring or fall visit. What did you change?
A strong answer: Found the cause, such as manual lists, no auto-scheduling or plan changes never recorded, set up recurring scheduling and a monthly check of visits owed versus done, and measured fewer misses.
The template's numbers are examples. Use last season's records to set yours, and compare spring and fall separately.
Billing Accuracy
Count invoices that needed a credit, a correction or a second send, and sort them by cause, such as wrong footage, an add-on left off or a plan billed at an old rate.
Customer Satisfaction Rating
Use the same post-visit survey for every finished job and read the comments weekly, since homeowners often judge the result after the next hard rain.
On-Time Service Delivery
Check whether each job was done inside the window promised at booking. Report weather delays separately so they don't hide office scheduling misses.
Administrative Efficiency
List the office's daily and weekly tasks, such as invoicing, deposits and the morning report, and track which were done on time each week.
Why does a gutter office manager's template mention lifting 20 pounds and site visits?
Carrying a case of invoices or brochures, a box of door hangers for a neighborhood mailing, or guard samples for a sales table, at up to 20 pounds. Site visits mean driving to a house to look at a disputed job from the ground with the crew lead or customer, or stopping at the shop. No ladder work. Talk through other ways to do these tasks if needed.
How much does a gutter cleaning office manager make?
First-Line supervisors of office and administrative support workers who work for building and home services companies earned a median of $29.81 an hour ($62,000 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $50,320 and $75,950 a year. Pay also depends on your local market, experience and overtime.
What should the office do if customer card or account data may have been exposed?
Call the card processor and your IT help first to stop the leak, then follow each state's breach law. In Idaho, a business that owns personal information about Idaho residents must promptly investigate how likely misuse is and, if misuse has happened or is reasonably likely, notify those residents as soon as possible. Illinois has its own notice rules, so bring in counsel early.
Should a gutter cleaning office collect payment before or after the cleaning?
After, for most residential cleanings, since the work is quick and the customer usually isn't home. Take a card at booking and charge it when the crew closes the job with photos. Guard installs differ: a deposit at signing covers special-order materials, with the balance due when the work is done. Put the policy in the booking confirmation.
How should a gutter cleaning office staff the phones for fall?
Size the team from last season's call logs, not a rule of thumb. Look at calls per hour in the busiest weeks, missed calls and how long callers waited. Many offices add part-time or seasonal CSRs for the fall rush and train them in late summer, before the first leaves come down.
