A janitorial office manager handles billing, contracts and records for a commercial cleaning company. They make sure each month's invoices match the work done in every building, and they keep client and agency paperwork current, from injury logs to federal vendor registrations.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building services companies · BLS, May 2025
Serve as the backbone of our janitorial division by managing billing, documentation, and day-to-day administrative tasks. Ensure seamless office operations to support field teams and maintain excellent service delivery. Act as the primary liaison between staff, vendors, and clients to facilitate effective communication. Enhance operational efficiency and support the overall growth of our home services business.
2. Essential Duties and Responsibilities
Oversee all billing processes and ensure accurate, timely invoicing and collections.
Manage documentation including contracts, work orders, and compliance records.
Coordinate day-to-day administrative tasks to support the janitorial team and office operations.
Maintain and improve internal systems for efficient workflow and record keeping.
3. Key Tasks / Daily Activities
Process and review billing data and ensure alignment with service delivery.
Update and maintain company databases with current documentation and client information.
Field inquiries from clients and vendors ensuring prompt and professional responses.
Coordinate scheduling and administrative support for on-site janitorial teams.
4. Key Performance Indicators (KPIs)
Billing Accuracy: Achieve a minimum of 98% billing accuracy.
Invoicing Turnaround: Complete all invoices within 24 hours of service completion.
Documentation Timeliness: Ensure data entry and record updates are completed within 48 hours.
Customer Satisfaction Rating: Maintain a rating of >4.8 stars on client feedback surveys.
5. Required Qualifications and Skills
Bachelor's degree in Business Administration, Management, or a related field is preferred.
Minimum of 3 years of experience in office management or administrative roles.
Proficiency in billing systems, MS Office Suite, and database management.
Strong communication, organizational, and problem-solving skills.
6. Preferred Experience
Experience in the home services or janitorial industry.
Proven track record in managing administrative processes in fast-paced environments.
Background in handling vendor relationships and customer service communications.
Familiarity with compliance standards and documentation procedures specific to service industries.
7. Physical Requirements
Ability to remain seated for long periods while working at a desktop computer.
Occasional need to lift files, binders, or office supplies up to 20 lbs.
Occasional visits to on-site locations require moderate physical activity.
Work in an office environment with standard lighting and controlled temperature.
8. Work Environment and Schedule
Standard office hours with a schedule of Monday through Friday.
Occasional extended hours during peak periods or for special projects.
Minimal travel required to support field office communications.
Occasional on-call responsibilities for urgent administrative matters.
9. Compensation and Benefits
Competitive salary range of $45,000 - $55,000 USD per year.
Eligibility for performance-based bonuses.
Comprehensive benefits package including Health, Dental, and Vision insurance.
401(k) plan and additional fringe perks available.
10. Company Culture and Overview
We foster a supportive, growth-oriented environment that values each team member.
Our company is committed to professional development, offering continuous learning opportunities.
We prioritize integrity, teamwork, and customer satisfaction in all our operations.
Our inclusive culture encourages innovation, collaboration, and a positive work-life balance.
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
In a cleaning company, the office bills for work it never sees. Contracts, work orders and the leads' night reports are how it knows what to charge.
Extra work needs a signed order
The monthly cleaning bill stays the same, but floor stripping, carpet extraction and event cleanups bill one job at a time. Require a signed work order or client purchase order before the crew starts, and attach the lead's completion note to the invoice. Disputes stay short, and the invoice can go out the day after the work.
A federal invoice has to be proper
Federal payment rules list what a proper invoice must show. The list starts with the vendor's name, the invoice date, the contract number and the vendor's invoice number. Build your federal invoice template from it, and check every field before it goes out. Source: 5 CFR 1315.9, documentation for a proper invoice (eCFR).
Keep the SAM record active
SAM is the government's vendor system. Federal contractors must stay registered in it while the work goes on and until final payment, and they answer for its data being accurate. Put the registration's expiration date on the office calendar. Update the record when a bank account, address or owner changes. Source: FAR 52.204-13, System for Award Management maintenance.
Injury summaries go to OSHA online
OSHA lists services to buildings and dwellings, the group janitorial companies fall in, among the industries that file the Form 300A injury summary online. An establishment that had 20 or more employees the year before files by March 2. Keep the 300 log current as leads report night injuries, so the summary is ready. Source: 29 CFR 1904.41, electronic submission of injury and illness records (eCFR).
Some clients pay only through their portal
Some property managers and national facility firms take work orders and invoices only through their own online portal. Each portal has its own check-in, photo and invoice rules. Keep a list of which clients use which portal and who in the office owns each login, so a staff change doesn't stall billing.
How much janitorial office managers make
The closest BLS group for janitorial 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.
Most are salaried, with a bonus. Against BLS pay for office supervisors at building services companies, this range lands below the middle, so plan on more for someone who has already led an office team.
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 janitorial 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
At least three years managing an office, billing and collections included
Accuracy with recurring invoices and one-off work orders
Contract and compliance files organized so someone else could find anything
Clear, firm follow-up with clients about late payments
Experience leading a small office team, such as CSRs or clerks
Teach these on the job
Your billing system and the client portals you invoice through
Federal invoicing and SAM steps, if you hold federal contracts
The OSHA injury log and its online submission
How leads report extra work and night incidents
Your contract renewal calendar
Expect billing software tied to your scheduling system and a shared drive for contracts and client paperwork. Add any client portals and OSHA's online injury reporting site. Name them all in the ad.
Janitorial 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 · Billing accuracy
A client says they were billed for nightly service on holidays when their building was closed. What do you do?
A strong answer: Checks the contract's holiday terms and the service logs, issues a credit if they're right, explains it to the client, and fixes the billing setup.
Behavioral · Systems people use
Tell me about a time you set up a filing or tracking system that other people actually used.
A strong answer: Kept it simple, involved the users, trained them, and checked it was being used.
What should a janitorial office keep on file for each building?
Start with the signed contract, the scope of work and the cleaning specs. Add the client's contacts, any badge or background check rules, inspection reports, and every work order and invoice. Keep the key and alarm code log there if the office holds it. A full building file speeds up rebids, disputes and training a new lead.
How much does a janitorial 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.
A client disputes an invoice. What should the office do?
Pull the work order, the lead's completion note and any inspection report for those dates before calling the client. If the work was done, send the proof. If it wasn't, offer a credit only with the general manager's approval and log it, so operations sees which buildings keep turning up in disputes.
Does the office manager need federal contracting experience?
Only if you hold or bid federal work. An organized office manager can learn the SAM and invoice steps on the job. If federal billing is part of the role, say so in the ad and ask applicants which agency payment systems they have used.
Should the office manager supervise the customer service reps?
Often, yes. The CSRs take client requests, and the office manager makes sure those requests turn into work orders and bills. Say in the ad how many people the office manager leads and whether the dispatcher reports to them too, since that differs from company to company.
What do lifting and site visits have to do with running a cleaning office?
They point to a few tasks away from the desk. The office manager may carry binders, file boxes or office supplies, or walk a client's building with a lead or the general manager. Put them in the posting so applicants see the whole job. Handle any accommodation request through your normal process.
