A gutter company office manager runs the front office: billing, phones, supplies and new-hire paperwork. They keep the office in step with the operations manager's crews and handle the injury records that come with crews working on ladders all day.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, structure and exterior contractors · BLS, May 2025
The Office Manager in the Gutter Installation industry is pivotal in ensuring smooth administrative operations, efficient billing processes, and basic HR functions. This role directly impacts the company's efficiency and customer satisfaction by maintaining accurate records, facilitating communication, and supporting team needs.
2. Essential Duties and Responsibilities
Oversee daily administrative operations to ensure efficient workflow and communication.
Manage billing and invoicing processes to guarantee timely and accurate financial transactions.
Handle basic HR functions, including onboarding, personnel records maintenance, and benefits administration.
Utilize industry-standard software such as QuickBooks and Microsoft Office Suite for record-keeping and reporting.
Coordinate with the Operations Manager to align office activities with field operations.
Implement and maintain office procedures to enhance productivity and organization.
Manage office supplies and equipment to ensure availability and functionality.
Support customer service efforts by addressing inquiries and facilitating resolutions.
3. Key Tasks / Daily Activities
Review and process invoices and payments daily to maintain financial accuracy.
Conduct regular updates of employee records and handle HR documentation weekly.
Schedule and coordinate meetings and appointments for the Operations Manager.
Monitor office communications, including phone and email, to ensure timely responses.
Prepare weekly reports on administrative activities and financial status for management review.
Maintain office organization through filing, archiving, and document management.
Facilitate new employee orientations and training sessions as required.
4. Key Performance Indicators (KPIs)
Invoice processing accuracy ≥ 98%.
Customer satisfaction score (CSAT) ≥ 4.7/5.0.
Employee onboarding completion within 7 days of hire.
Office supply cost management within budget ± 5%.
30/60/90-day ramp expectations: Achieve 80% of KPIs by 30 days, 90% by 60 days, and 100% by 90 days.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration or related field.
Proficiency in QuickBooks, Microsoft Office Suite, and CRM systems.
Strong organizational and multitasking skills.
Excellent communication and interpersonal abilities.
Basic understanding of HR practices and procedures.
6. Preferred Experience
2+ years of experience in office management within the construction or home services industry.
Familiarity with the gutter installation process and terminology.
Experience in managing billing and invoicing for a service-based business.
Previous experience with employee onboarding and HR documentation.
7. Physical Requirements
Ability to sit for extended periods while working at a computer.
Occasionally lift office supplies weighing up to 20 pounds.
Minimal travel required for training or meetings.
8. Work Environment and Schedule
Typical office hours are Monday through Friday, 8:00 AM to 5:00 PM.
Occasional extended hours during peak seasons or end-of-month billing cycles.
Primarily office-based with minimal field visits.
9. Compensation and Benefits
Competitive base salary with performance bonuses tied to KPIs.
Payouts contingent on maintaining high CSAT and low error rates in billing.
Benefits include health insurance, retirement plan, and paid time off.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we pride ourselves on delivering exceptional service and quality craftsmanship in gutter installation. Our team values accountability, safety, and customer delight, fostering a work environment where growth and excellence are encouraged. Join us to be part of a dynamic and supportive team that thrives on making a difference in our community.
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 at a gutter company backs up crews who work at the roof edge and finish jobs fast. That adds a few duties a general office manager may not expect.
The injury log goes up in February
OSHA's partial exemption list leaves out construction, so a gutter company that had more than ten employees at any time last year keeps the OSHA 300 injury log. The yearly summary goes up by February 1 and stays posted until April 30. If one location had 20 to 249 workers at some point last year, the summary also goes to OSHA online by March 2. The office manager often keeps the log and handles both steps. Source: eCFR: 29 CFR Part 1904, recording and reporting injuries.
Some injuries mean a call to OSHA
A fall that puts an employee in the hospital as an inpatient must be reported to OSHA within 24 hours, and the same 24-hour clock applies to an amputation or a lost eye. A work-related death must be reported within 8 hours. Keep the steps by the phone, and make sure crew leads call the office the moment someone is hurt. Source: eCFR: 29 CFR 1904.39, reporting serious injuries to OSHA.
Invoices go out the day the crew finishes
Homeowners expect a bill soon after the crew pulls away. Have the lead close the job in the field app, then send the invoice that afternoon with any deposit shown. Builder work goes on a statement to the builder's office instead, with the lot and address on each line.
Onboarding before the first ladder
New installers often start in spring with a crew waiting on them. Have tax forms, the I-9, direct deposit, the handbook sign-off and the gear list ready before day one, so paperwork doesn't eat the first morning on the job.
The supply budget holds more than paper
In a gutter office, supplies can include color sample chips, guard samples for the sales reps, door hangers and yard signs, along with paper and toner. Agree with the operations manager on which of these sit in the office budget, or the budget KPI won't mean much.
How much gutter installation office managers make
The closest BLS group for gutter installation office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for foundation, structure, and building exterior contractors earned a median of $33.40 an hour ($69,470 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 6,410 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for structure and exterior contractors.
Salary plus KPI bonuses in this template, with payouts tied to customer scores and billing error rates. The office manager can move both, so the plan fits the role.
Structure and exterior contractors
$69,470$69,470 median Middle half $55,810–$85,450 10th–90th $46,010–$106,330
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
Structure and exterior contractors
$46,010
$55,810
$69,470
$85,450
$106,330
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for gutter installers on their own. These figures cover foundation, structure and building exterior 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
QuickBooks billing and Microsoft Office, as the template asks
Steady handling of a busy phone line and a full inbox
Private, careful handling of employee files
Getting a new hire's paperwork done before day one
Clear handoffs with the operations manager and crew leads
Teach these on the job
The gutter products, sizes and colors the company sells
OSHA's injury log and reporting steps
Your field app and how crews close jobs
Your builder accounts and how each wants to be billed
Your benefits plans and enrollment dates
QuickBooks, Microsoft Office and a CRM, per the template, plus the field app crews close jobs in and the OSHA log forms. Tell candidates whether the office manager runs payroll or leaves it to the bookkeeper.
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 · Resolving a disputed invoice
A customer refuses to pay, saying the crew dented their garage door with a ladder. What do you do?
A strong answer: Gets the customer's photos and the crew's account, has the supervisor inspect, fixes or pays for real damage per policy, documents everything and then follows up on the balance.
Behavioral · Keeping customers informed
Tell me about a time a homeowner's install date kept slipping because of rain or a coil delay. How did you keep their trust?
A strong answer: Called before the customer had to call, gave honest new dates and the reason, offered options, logged every contact and flagged repeated slips to operations.
Treat each template target as a placeholder until a few months of your own invoices, hires and supply spending show what's realistic.
Invoice processing accuracy ≥ 98%
Count invoices that went out with a wrong amount, address or color, or a missing deposit, and later needed an edit or credit. Pull the list from the accounting system each month.
Customer satisfaction score (CSAT) ≥ 4.7/5.0
Use the post-job survey and pull out answers about billing, phone service and scheduling, the parts the office touches. Read the comment on every low score.
Employee onboarding completion within 7 days of hire
Keep a checklist per hire with each form, account and training item, and record the date the last one is done. Track crew and office hires apart.
Office supply cost management within budget ± 5%
Compare monthly office supply spending with the budget line agreed with the operations manager, counting sales samples and printing where you agreed they belong.
30/60/90-day ramp expectations
Check at each point whether invoices, onboarding files and supply orders run without the operations manager stepping in, and whether crew leads say the office answers quickly.
What physical work comes with a gutter office manager job?
Carrying cases of paper, boxes of brochures or color samples, and file boxes headed to storage. The travel line covers a training class or meeting now and then, plus a rare stop at a job site. Ladders, roofs and coil belong to the crews, not the office.
How much does a gutter installation office manager make?
First-Line supervisors of office and administrative support workers who work for foundation, structure, and building exterior contractors earned a median of $33.40 an hour ($69,470 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $55,810 and $85,450 a year. Pay also depends on your local market, experience and overtime.
Can a gutter office manager also cover dispatch?
As a backup, yes. In peak season the dispatcher's board needs one person's full attention, so the office manager shouldn't own it. Learn the dispatch software well enough to cover lunch, sick days and the first hour of a stormy morning, and leave route planning to the dispatcher.
What should a gutter office manager's weekly report cover?
Open invoices and who is late, deposits and payments received, builder statements sent, new hires still in onboarding, supply spending against budget, and any calls or emails left unanswered. Add injuries logged that week, even minor ones, so the operations manager sees a pattern early.
Does a gutter office manager need construction experience?
It helps, but the template doesn't require it. Someone from another trade office will already know job billing and crew paperwork. Someone from a medical or retail office can learn gutter terms quickly but will need help at first with builder accounts and the OSHA log.
