A property preservation office manager runs the office that turns field work into paid invoices: work order files, client contracts, vendor papers, billing and the office staff. They keep each house's paper trail complete so a bank, servicer or HUD reviewer can see what was done and when.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building services companies · BLS, May 2025
Responsible for managing and streamlining administrative functions within the property preservation services division, ensuring efficient billing, accurate contract documentation, and overall operational excellence.
2. Essential Duties and Responsibilities
Oversee daily administrative tasks, including data entry, filing, and document management.
Manage billing processes and ensure timely and accurate invoice processing.
Maintain and update contract documentation to support compliance and audit readiness.
Coordinate communication between field teams, vendors, and internal departments.
Support the development and implementation of office procedures that optimize productivity.
3. Key Tasks / Daily Activities
Process and track incoming billing statements and invoices daily.
Review and verify contract details and documentation with attention to accuracy.
Respond to inquiries from vendors, clients, and internal teams in a timely manner.
Maintain organized electronic and physical filing systems for critical documents.
Monitor departmental workflow and implement process improvements as needed.
4. Key Performance Indicators (KPIs)
Administrative Accuracy Rate: ≥98% accuracy in data entry and documentation.
Contract Compliance: ≥97% of contracts maintained accurately and up-to-date.
Customer Satisfaction: >4.8 stars in internal and external service reviews.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration, Office Management, or a related field.
Minimum of 3 years’ experience in office management or administrative roles.
Strong organizational, multitasking, and communication skills.
Proficiency in Microsoft Office Suite and familiarity with office management software.
6. Preferred Experience
Previous experience in the home services or property preservation industry.
Experience in billing, contract management, or invoicing processes.
Exposure to compliance and regulatory documentation requirements.
Demonstrated success in implementing administrative process improvements.
7. Physical Requirements
Ability to sit or stand for prolonged periods during the workday.
Minimal lifting required (up to 15 lbs), primarily for handling documents and office supplies.
Occasional travel between office and local client/vendor sites may be required.
Work environment is primarily in a standard office setting with moderate noise levels.
8. Work Environment and Schedule
Standard office hours, Monday through Friday, with a typical 8-hour workday.
Occasional extended hours during peak billing or contract renewal periods.
Limited travel requirements within the local region.
Work is performed in a professional, collaborative office environment.
9. Compensation and Benefits
Salary Range: $45,000 - $60,000 USD annually, commensurate with experience.
Eligibility for performance bonus based on departmental efficiency and accuracy metrics.
Comprehensive health, dental, and vision insurance plans.
Enrollment in a 401(k) plan and access to paid time off and other fringe benefits.
10. Company Culture and Overview
We are a growth-oriented company committed to excellence in property preservation services and dedicated to quality customer care.
Our dynamic team fosters a culture of open communication, continuous learning, and professional development.
We empower employees to contribute innovative ideas that drive operational success and customer satisfaction.
Our inclusive environment supports work-life balance and rewards dedication and hard work.
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].
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Illinois licenses locksmiths, and its definition covers a business whose service includes re-coding or servicing locks at a property. The exemptions name building trades on new construction or remodeling and maintenance staff at apartment buildings, but none names preservation vendors. Ask a lawyer whether your lock work needs a license there, and keep the answer in the compliance file. Source: Illinois General Assembly: 225 ILCS 447/30-5, locksmith exemptions.
Set a daily cutoff for field paperwork
Crews send receipts, notes and photos from their phones all day. After each crew's day ends, check every closed order for a complete set and call the crew the next morning about what's missing. Fixing a gap that week takes a phone call; fixing it at billing can take a return trip.
How much property preservation services office managers make
The closest BLS group for property preservation services 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.
Salaried, with a bonus tied to billing and accuracy measures, as the template describes.
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 property preservation 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
Running an office, including staff and billing
A filing habit: every document named, dated and easy to find
Accuracy with contracts, invoices and data entry
Clear writing to clients, vendors and crews
Strong Excel and Microsoft Office skills
Teach these on the job
Each client's portal, manual and file requests
HUD and investor terms used on orders
Your work order system
The licenses, registrations and insurance your company keeps
How crews send in receipts and completion notes
Microsoft Office, the company's work order and billing system, client portals, and a document system with folders by property and by client contract. A shared compliance calendar holds contract renewals and license dates.
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 · Intake delays
Due dates are being missed because new work orders sit in the portal for a day before anyone assigns them. What do you change?
A strong answer: Sets intake checks several times a day, assignment rules, alerts and a backup person.
Behavioral · Reducing errors
Tell me about a system you set up that cut errors in invoices, work order files or client submissions.
A strong answer: Names the error, the system (checklist, template, second review, naming rules) and how much the rejections or corrections dropped.
The template's targets are samples. Measure a month of your own files and invoices first, then pick targets with the general manager.
Administrative Accuracy Rate
Check a sample of entries and files each month and count errors such as a wrong address, a wrong order number or a missing document, against records checked.
Billing Efficiency
Share of finished orders invoiced within each client's billing window, using the completion and invoice dates in the work order and billing system.
Contract Compliance
Keep a list of every client contract, vendor agreement, license and insurance certificate with its renewal date. Count the items current and complete against the list.
Customer Satisfaction
Combine client ratings or scorecard comments with a short internal survey of crews and office staff on how quickly and clearly the office answers.
Career path
Administrative or billing assistantUploads invoices, files photos and learns each client's rules.
Office managerRuns the office, the files and billing for every client.
What does a client's vendor audit ask the office for?
Expect a request for complete files on a sample of properties, plus current insurance certificates, licenses, background check records and training logs. Some clients also ask for your written procedures. Keep each item in a set place so the office can answer within the client's deadline without pulling crews off orders.
How much does a property preservation services 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 does the office manager supervise at a preservation company?
Usually the CSRs, billing clerks and any admin staff. The dispatcher tends to report to the operations manager, since dispatch decisions are field decisions. The office manager still trains new CSRs on each client's portal and contact rules.
How much of this job is physical?
Mostly desk work, seated or standing by choice. Lifting means moving file boxes, paper and supplies. Travel means short drives to a client's office, the shop or a vendor. Put that in the ad in plain words, and be ready to adjust a task if a candidate asks.
What background suits a preservation office manager?
Office leads from title companies, mortgage servicing, property management or restoration firms already know document-heavy work done for lenders or insurers. Ask candidates to show how they would set up a property file and how they track renewal dates.
