An industrial cleaning office manager runs billing, contracts and records for plant cleaning work. They keep insurance certificates, driver files and safety records current, so crews get through plant gates and invoices get paid.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building services companies · BLS, May 2025
Serve as the central point of administrative coordination for our industrial cleaning and degreasing services. Oversee daily office functions including billing, contract documentation, and process improvements to support operational excellence. Enhance internal communications and efficiency to facilitate superior service delivery and client satisfaction. Contribute to strategic planning by ensuring all administrative tasks align with company goals.
2. Essential Duties and Responsibilities
Oversee and manage all administrative tasks related to billing, recordkeeping, and contract documentation.
Optimize office workflows and processes to ensure timely reporting and compliance with industry standards.
Serve as the reliable point of contact between clients, service teams, and vendors.
Maintain up-to-date documentation and assist in audits and compliance reviews.
3. Key Tasks / Daily Activities
Review, process, and verify incoming invoices, contracts, and client communications.
Generate billing reports and manage reconciliations with accuracy and efficiency.
Coordinate schedules for service teams and maintain calendar appointments for operational meetings.
Facilitate communication between departments to ensure seamless office operations.
4. Key Performance Indicators (KPIs)
Billing Accuracy Rate: Achieve a 98% accuracy rate or above.
Contract Documentation Compliance: Maintain 100% adherence to company standards.
Customer Satisfaction Rating: Secure an average rating of over 4.8 stars from clients.
Administrative Efficiency: Improve process speed by reducing task processing times by 15%.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration or a related field.
Minimum of 3 years’ experience in administrative support or office management.
Proficiency in Microsoft Office Suite and familiarity with office management software.
Excellent organizational and communication skills with a strong attention to detail.
6. Preferred Experience
Experience within the industrial cleaning and degreasing industry or a closely related home services field.
Background in managing billing and contract documentation in a technical or industrial setting.
Familiarity with industry-specific safety and compliance regulations.
Experience in supervising or mentoring a small office team.
7. Physical Requirements
Ability to lift up to 20 pounds occasionally.
Extended periods of computer-based work and sitting.
Frequent walking or standing during daily routines.
Minimal exposure to outdoor or industrial environments.
8. Work Environment and Schedule
Typical work hours are Monday to Friday from 8 AM to 5 PM.
Occasional on-call responsibilities for urgent administrative support.
Opportunities for remote work as needed based on operational requirements.
Minimal travel is expected with primary duties based in the office.
9. Compensation and Benefits
Competitive salary range: $50,000 - $60,000 USD per annum.
Performance-based bonus structure to reward efficiency and excellence.
Comprehensive benefits package including Health, Dental, and Vision insurance.
401k plan with company match and additional fringe benefits.
10. Company Culture and Overview
Collaborative and inclusive work environment that values each team member’s contribution.
A strong commitment to professional growth, innovation, and continuous improvement.
Culture of open communication and mutual respect, empowering employees to excel.
A mission-driven company focused on delivering exceptional industrial cleaning and degreasing services.
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
What changes for an office manager at an industrial cleaning company
Plant customers, heavy trucks and chemical work each add files the office has to keep. These four are where an industrial cleaning office differs.
Commercial truck drivers need a qualification file
FMCSA rules say each motor carrier keeps a qualification file for every driver it employs to drive its commercial trucks. The file holds the job application and a motor vehicle record from each state where the driver held a license in the past three years. It also holds the road test certificate and the yearly review of the driving record. Hold it through the driver's employment, then three more years. Source: eCFR: 49 CFR 391.51, driver qualification files.
Exposure records last for decades
Air samples taken in a tank are employee exposure records under OSHA's rule. Keep them at least 30 years unless a specific standard sets another period. The noise rule, for one, sets two years for noise measurements. Medical records must last through employment and 30 years past it, with some exceptions. Store both where they survive software changes and office moves. Source: eCFR: 29 CFR 1910.1020, access to employee exposure and medical records.
Prequalification files need upkeep
Large plants often approve contractors through a prequalification portal and recheck it every year. Insurance certificates, safety program documents and training records all expire. Keep one calendar of every renewal, customer by customer, so a lapsed certificate never stops a crew at the gate.
Extra work needs approval before it's billed
Plant staff often ask a crew to clean one more tank or pit while on site. The office manager sets how that request gets approved, such as a purchase order change or an email from the planner. Check for that approval before the invoice goes out.
How much industrial cleaning & degreasing office managers make
The closest BLS group for industrial cleaning & degreasing 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 salaried role, and a bonus for billing and paperwork goals is common. This template's band ends below the median BLS shows for this industry.
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 industrial 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
Three or more years running an office that bills commercial customers
Careful tracking of contracts, certificates and expiry dates
Billing accuracy and patience with customer paperwork rules
Supervising CSRs and billing clerks
Plain, clear writing to plant buyers and safety staff
Teach these on the job
Your customers' prequalification portals
Driver file and federal motor carrier record rules
Your safety record system and how long each record is kept
Each plant's contract and rate sheet
Your insurance broker's process for certificates
Plan on Microsoft Office plus your accounting and job software. Add the customers' prequalification and supplier portals, and a document system that sends renewal reminders. In the interview, ask how candidates have tracked expiring documents before.
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 · Field paperwork
A crew finished a time-and-materials job, but the client's site contact never signed the work ticket and is now on vacation. What do you do?
A strong answer: Contacts the backup approver, sends the ticket with backup, and fixes the process so tickets are signed before the crew leaves.
Behavioral · Organization
Tell me about a time you managed many document and billing deadlines at once without missing any.
A strong answer: Describes their tracking system, reminders set ahead of deadlines, and how they prioritized.
Use the template's targets as examples, then set new ones once three months of your own billing and contract data are in.
Billing Accuracy Rate
Count invoices sent back, credited or rebilled for a wrong rate, purchase order, quantity or customer. Compare that count with all invoices sent that month.
Contract Documentation Compliance
Audit a sample of customer files each month for a signed contract, a current rate sheet, a current insurance certificate and the safety documents the customer requires.
Customer Satisfaction Rating
Ask plant contacts to rate the office side of the work: billing, paperwork and how fast you respond. Track scores by customer over time.
Administrative Efficiency
Pick a few repeat tasks, such as invoicing a finished job or renewing a certificate. Time them now, then again after each process change.
What walking, standing and lifting does this office manager do?
The lines describe office tasks. You walk the office through the day, carry files, supply boxes or a case of printer toner, and spend long stretches at a computer. Plant visits are rare. If a strong candidate needs a change in how those tasks get done, talk it through.
How much does an industrial cleaning & degreasing 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.
Who keeps safety data sheets for the chemicals our crews carry?
Under OSHA's hazard communication rule, you keep a sheet for every hazardous chemical, and workers need ready access to it in their work area on every shift. Electronic access is fine when it creates no barrier. For crews that move between sites during a shift, the sheets can be kept at the main shop if workers can get the information right away in an emergency. The office manager often keeps the master library and makes sure each truck or phone app has the current sheets.
What audits does the template's audit line mean here?
Expect audits from customers who check their contractors. Insurers audit payroll and job classes to set premiums. If you run commercial trucks, federal motor carrier reviews are possible too. The office manager pulls the records each one asks for and keeps a list of what was found and fixed.
A plant wants special wording on our insurance certificate. Who handles that?
Send the request to your insurance broker the same day. Plants often ask for wording such as a waiver of subrogation or primary and noncontributory coverage, and only the policy can grant those. The office should never edit a certificate itself. Keep the customer's exact request with the certificate the broker sends back.
