Commercial pest control office manager job description
A commercial pest control office manager oversees billing, files and front-desk staff at a company serving kitchens, food plants, warehouses and clinics. They keep the state registration current, hold service records as long as each state requires, and make sure clients, techs and vendors get quick answers.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, pest control companies · BLS, May 2025
Responsible for managing the administrative operations of our commercial pest control office while ensuring accurate billing, effective record keeping, and overall organizational efficiency. Plays a crucial role in maintaining smooth business functions that support the company’s commitment to high-quality customer service and operational excellence.
2. Essential Duties and Responsibilities
Oversee all administrative tasks, including scheduling, inventory management, and general office support.
Manage billing procedures and invoice processing to ensure financial accuracy and timeliness.
Maintain comprehensive records and documentation in compliance with industry standards and company policies.
Serve as a central point of communication between internal teams, vendors, and customers.
3. Key Tasks / Daily Activities
Monitor and respond to incoming emails, calls, and inquiries promptly.
Process recurring billing cycles and follow up on outstanding invoices.
Update and maintain digital and physical records with accurate and timely information.
Coordinate with vendors and service providers to ensure supplies and services are delivered as scheduled.
4. Key Performance Indicators (KPIs)
Billing Accuracy Rate: Achieve 99% or higher accuracy in billing and invoicing.
On-Time Invoice Processing: Maintain a rate of over 95% for on-time invoice processing.
Record Error Rate: Keep record-keeping errors below 1%.
Customer Satisfaction Rating: Ensure an internal satisfaction rating of over 4.8 stars.
5. Required Qualifications and Skills
Associate's or Bachelor’s degree in Business Administration, Office Management, or a related field.
Minimum of 3 years of experience in office management or administrative roles.
Proficiency with Microsoft Office Suite and office management software applications.
Excellent organizational, communication, and time management skills.
6. Preferred Experience
Prior experience within the commercial pest control industry or a related service industry.
Familiarity with industry-specific billing systems and records management procedures.
Experience coordinating with vendors and managing office supply chains.
Proven track record in streamlining administrative processes for greater efficiency.
7. Physical Requirements
Ability to lift up to 15 lbs when necessary.
Extended periods of sitting and computer work in an office setting.
Occasional travel to offsite meetings or training sessions may be required.
Work environment that may involve moderate physical activity.
8. Work Environment and Schedule
Standard office environment with climate-controlled conditions.
Regular work hours from Monday to Friday, 8:00 AM to 5:00 PM.
Minimal travel requirements outside of the office setting.
Occasional attendance at onsite meetings and training sessions as scheduled.
9. Compensation and Benefits
Salary range: $50,000 - $60,000 per year USD.
Eligibility for performance-based bonuses.
Comprehensive Health, Dental, and Vision insurance plans.
401k plan with company matching contributions.
Additional fringe benefits, including paid time off and professional development opportunities.
10. Company Culture and Overview
We are a dynamic and innovative company committed to operational excellence within the commercial pest control industry.
We foster a collaborative and inclusive environment that prioritizes professional growth and continuous learning.
Our culture is built on transparency, strong values, and a shared goal of delivering superior service to our customers.
We are passionate about empowering our employees to succeed and drive the company forward.
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 a commercial pest control office manager keeps in order
Every office manager runs billing and files. Here, the state pesticide program and each client's paperwork set much of the to-do list.
Connecticut wants changes within 30 days
A registered Connecticut pest control business must update its online DEEP account within 30 days when certain details change. That covers the name, address, email, phone number, responsible person, and certified supervisor or operator. Hiring a certified tech, losing a supervisor and moving the office all count. Tie the update to your hiring and exit checklists. Source: Connecticut DEEP: Pesticide Management's top 10 compliance issues (August 2025).
Five years of records in Connecticut
Connecticut requires a pest control business to keep application records for no less than five years. Each record lists the commercial supervisor's name and certificate number, the kind and amount of pesticide, the date and place, the pest, and the site treated. If you work in more than one state, keep everything for the longest period any of them sets. Source: Connecticut DEEP: Pesticide Management's top 10 compliance issues (August 2025).
Delaware records start with the product list
Delaware sets a two-year minimum for each licensee's application records. They include the product's brand name and EPA registration number, the area treated and the applicator's full name. Field service software fills most of this in, but only if each product in the system has its registration number. Check the product list whenever purchasing adds an item. Source: Delaware Department of Agriculture: pesticide business licenses.
Clients ask for papers before audits
Food plants and healthcare clients often ask for your current business registration, applicator certificates and insurance certificate before an audit or a renewal. Keep a current packet per state and send it the same day. An expired page in a client's file can turn into a finding against them. They'll remember who caused it.
Bill the visits that happened
Most accounts are billed the same amount each month for a fixed visit schedule. Before each billing run, compare finished visits with what the contract calls for. A missed visit then gets made up or credited the way the contract says. It doesn't turn into a dispute after the invoice goes out.
How much commercial pest control office managers make
The closest BLS group for commercial pest control office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for pest control companies earned a median of $26.39 an hour ($54,900 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 2,250 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for pest control companies.
Salaried, with the paid time off and training the template lists. BLS puts the middle wage for office supervisors in pest control right inside the template's range.
Pest control companies
$54,900$54,900 median Middle half $47,400–$65,700 10th–90th $43,770–$78,690
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
Pest control companies
$43,770
$47,400
$54,900
$65,700
$78,690
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS reports residential and commercial pest control companies together. 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
Running recurring billing cycles cleanly
Paper and digital records that are complete and easy to find
Supervising CSRs and billing clerks
Clear, prompt replies to facility managers, vendors and techs
Catching gaps on forms before they're filed
Teach these on the job
Your state pesticide program's online account and forms
What each field on a pest control service ticket means
Your field service and accounting software
Each key client's document and invoice requirements
Supply ordering with your distributors
Expect a pest control platform like PestPac or ServSuite, QuickBooks or similar for accounting, Microsoft Office and the state's online pesticide account. Listing them in the ad helps applicants size up the training they'll need.
Commercial pest control 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 · Audit paperwork requests
A food plant client's audit is next week, and they ask for current copies of your licenses, insurance certificate and product labels. What do you do?
A strong answer: Pulls current documents, checks expiration dates, requests a certificate from the insurer that meets the contract, and sends everything well before the audit.
Behavioral · Vendor coordination
Tell me about a time you kept a vendor or supplier on schedule when they were slipping.
A strong answer: Followed up early, set deadlines, and had a backup plan.
The template's figures show one way to set goals. Base yours on what your billing runs and record checks show over a quarter.
Billing Accuracy Rate
Count invoices corrected, credited or disputed after they go out, against all invoices in the cycle. Note the cause each time so the setup gets fixed, not just the invoice.
On-Time Invoice Processing
Measure how many invoices leave by the date your billing calendar sets, for recurring runs and extra work alike. Track late ones by cause, such as a missing service ticket.
Record Error Rate
Check a random sample of service records each month for fields the state or client needs, such as certificate numbers or product names. Count each record with a gap.
Customer Satisfaction Rating
The template calls this an internal rating, so survey techs, managers and CSRs each quarter on how well the office supports them. Look at written comments, not just the score.
What goes in a new commercial account's setup file?
Start with the signed agreement and the visit schedule. Add site contacts, access rules and the device map once it's drawn. Then add tax status, billing terms with any PO or portal details, and the products approved for the site. Build it before the first visit so the tech, the CSR and billing work from the same facts.
How much does a commercial pest control office manager make?
First-Line supervisors of office and administrative support workers who work for pest control companies earned a median of $26.39 an hour ($54,900 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $47,400 and $65,700 a year. Pay also depends on your local market, experience and overtime.
Which vendors does a commercial pest control office manager handle?
Usually the uniform service, fuel cards, truck repair, phone and internet, office supplies and the software providers. Chemical and device orders may sit with a warehouse or inventory person. Keep each vendor's contact, account number and lead time on one list, and tell operations right away when an order runs late.
What should the office do the day a technician leaves?
Collect the truck, keys, tablet, fuel card and any client site badges. Ask each client that issued a badge to turn it off. Work with dispatch to reassign the person's stops, and close out their open service tickets so billing isn't stuck waiting on them.
Which tasks match the office manager template's lifting and activity lines?
Carrying boxes of paper, files and supplies, moving binders to storage, and setting up a room for a training session. Otherwise it's a desk job, with the odd trip to an offsite meeting.
