An office manager keeps a home service business's office running. They lead the front desk, back up scheduling, see that every finished job gets billed, and manage vendors, supplies and office routines. The office manager is the go-between for the field team, customers and the owner, so technicians can stay on jobs while the office handles calls, schedules and paperwork.
Office Manager · Any home service business · Word (.docx) · No email needed.
Office Manager job description template
Free to copy. Replace the highlighted fields, delete anything you don’t offer, and set your pay range before you post.
[Company name] · [City, State]
Office Manager
[Full-time / part-time] · [Base pay range and pay period] · Reports to [owner, general manager or operations manager]
Position summary
As office manager at [Company name], your job is to keep the front office organized so our field team can focus on the work. You'll lead [the front desk and office staff], back up the phones and schedule, check that every finished job is invoiced, and manage vendors and supplies. [You'll also handle new-hire paperwork and keep the owner's calendar.]
What you’ll do
Supervise [customer service, scheduling and admin staff]: set priorities, train new hires and cover the desk when someone is out.
Check that each completed job is billed correctly, and follow up on unpaid customer balances with [the bookkeeper].
Manage vendor accounts and office services, such as [phones, software, uniforms, cleaning and equipment leases].
Order and track office and shop supplies within [your spending limit].
[Handle new-hire and HR paperwork, such as offer letters, Form I-9, Form W-4 and benefits enrollment, plus time-off requests and personnel files.]
[Keep the owner's calendar, prepare meeting notes and reports, and follow up on action items.]
Write down office procedures and update them, so each task is done the same way every time.
A typical day
Check the phones, shared inbox and voicemail, and route each message to the right person.
Back up the schedulers or dispatchers: confirm appointments and fill gaps when plans change.
Review yesterday's finished jobs and confirm that each one has an invoice.
Answer staff questions about timecards, time off and paperwork.
[Go over the owner's calendar and the day's open items.]
What you need
[2+] years of office management or administrative experience, including [1+] years supervising staff.
At ease with [your field service or CRM software], email and spreadsheets ([Microsoft 365 or Google Workspace]).
Clear, friendly communication by phone, email and in person, including with upset customers.
Tracks many deadlines at once and follows up until each one is closed.
Keeps employee and customer information private.
Nice to have
Has run an office for [your trade] or a similar field service company.
Has billed customers and called about past-due accounts.
Has handled onboarding paperwork, benefits enrollment or basic HR records.
Physical requirements
Mostly seated at a computer and on the phone, with time on your feet greeting visitors.
Lifting supply boxes up to [25] pounds now and then.
With or without reasonable accommodation.
Schedule and work environment
Works from [office location], where staff, customers and vendors come in.
Works [days and times], plus extra hours in [your busy season].
[Occasional visits to job sites or other branches, or none].
Pay and benefits
Base pay: [range and hourly or salary basis]. Additional pay: [overtime, bonus or incentive terms, or none].
Benefits: [health, dental, vision, retirement, paid time off, and when eligibility starts].
How to apply
Apply at [application link]. Our process is [phone interview, in-person interview, and next steps]. Contact [hiring contact] if you need an accommodation during the application process.
How the office manager role changes by industry
Every office manager keeps the office running and the billing moving, but each trade adds its own paperwork. Plumbing brings permits and licenses, restoration brings insurance claims, home healthcare brings physician orders and HIPAA records, and route businesses like pest control and cleaning bring recurring schedules. Each industry's Role Blueprint adds that trade's paperwork.
Leads the scheduler and intake staff, chases unsigned physician orders, protects records under HIPAA, and gets timesheets and mileage right before payroll.
Choose the three or four that fit the work you're handing over, and set targets from how your office runs today. Treat them as a place to start, not as industry norms.
Finished jobs invoiced within [time frame]: [your target].
Customer messages answered within [time frame]: [your target].
New hires with complete paperwork by their first day: [your target].
Supplies reordered before they run out: [your target].
Office staff turnover: [your target].
Invoices sent back to be corrected after they go out: [your target].
Before you hire an office manager
Draw the line with the bookkeeper. Decide who sends invoices, who calls about unpaid balances and who reconciles the accounts. Put the office manager's share in the ad, so people with the right background apply.
Ask who they've led. Ask how many people reported to them, how they trained a new hire, and what they did about someone who kept coming in late. A strong assistant who has never supervised anyone is a different hire.
Hand them a real morning. Give finalists a short in-tray: three voicemails, a technician running late, a vendor bill that looks wrong and a new hire starting tomorrow. Ask them to put the list in order and say who hears about each item.
Name the HR work. If the office manager handles new-hire forms, time off and personnel files, say so in the ad. Then say who makes hiring and discipline decisions, so nothing sits between two desks.
When applications come in, Iris interviews applicants by phone using your requirements. Your team reviews the answers and decides who to meet.
Office Manager interview questions
Two of the 10 questions in our office manager interview guide, and what a strong answer sounds like.
Situational · Running the front office
Monday at opening, one customer service rep has called out, calls are already waiting, and a technician says the first customer of the day isn't home. You have [two] other people in the office. How do you run the next two hours?
A strong answer: Covers the phones first, gives each person a clear job, gets the technician moving to the next stop with dispatch while someone calls the missing customer, and pushes non-urgent work. Gives the owner a short heads-up, and later sets up cross-training or a backup plan.
Behavioral · Running the front office
[If the role includes the owner's open items:] How have you kept a busy boss's follow-ups from slipping, like calls they promised to return, quotes waiting on them or decisions they owed someone?
A strong answer: Describes one list, a set time to review it with the boss, due dates, and closing the loop with the person who was waiting. Knows which items they could settle alone and which needed the boss, and can name something that got done because of it.
Office size shapes the job. In a small shop, the office manager may answer phones, book jobs and send invoices alongside one or two other staff. In a larger one, the office manager leads the customer service and admin team, sets the office's routines, and takes the call when an upset customer wants someone in charge. Many also take on new-hire paperwork and the owner's calendar.
How much does an office manager make?
BLS counts office managers among first-line supervisors of office and administrative support workers. U.S. median pay for that group was $33.41 an hour, or $69,500 a year, in May 2025, according to BLS data published by O*NET. It's a national figure for every industry, not only home service businesses.
Who handles billing, the office manager or the bookkeeper?
The bookkeeper records the money: paying bills, posting payments, reconciling accounts and closing each month. The office manager handles what happens before the money reaches the books, such as making sure each finished job is invoiced and calling about past-due balances. Smaller businesses sometimes give one person both jobs; if you do, list both sets of duties.
What HR paperwork does an office manager handle?
Often the new-hire packet, time-off requests and personnel files. USCIS says every U.S. employer must complete Form I-9 for each person it hires, and keep it for three years after the hire date or one year after the job ends, whichever is later. New employees fill out Form W-4 so the employer can withhold the right federal income tax, according to the IRS. Check which forms your state adds.
What should an office manager job description include?
Say who the office manager supervises and who they report to. List the software they'll use, and say whether they send invoices, call about past-due balances or keep the owner's calendar. Add the pay range and any busy-season hours.
Is the HireBus Role Blueprint free?
Yes. Anyone can copy the office manager template here at no charge. The Word file is free as well and asks for no email address. Choose the version for any home service business or the one for your industry.
HireBus Role Blueprints: 68 industry versions of the office manager job description, reviewed for publication on October 20, 2026.
Pay and outlook figures cover all first-line supervisors of office and administrative support workers in every industry, not only home service businesses. O*NET reports 1,506,100 people employed in 2025 and projects little or no change in employment, with about 127,400 job openings a year, on average, from 2025 to 2035.
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