A weatherproofing office manager runs the back office of a company that sells sealing and insulation in the home and installs it with its own crews. They lead the office team, keep billing current, close each job's paperwork and keep the records that lead-safe and chemical safety rules require.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building finishing contractors · BLS, May 2025
Responsible for overseeing administrative operations within the weatherproofing division to ensure seamless office functions, accurate billing processes, and effective team coordination that supports overall project success.
2. Essential Duties and Responsibilities
Oversee daily office administrative tasks specific to weatherproofing projects.
Manage billing processes, invoicing, and payment follow-ups.
Coordinate schedules and communications between departments and project teams.
Maintain accurate records and ensure compliance with regulatory standards.
Support project management efforts by facilitating timely documentation and coordination.
3. Key Tasks / Daily Activities
Monitor and manage daily office activities and incoming correspondence.
Process invoices, handle billing inquiries, and update payment records.
Coordinate meetings, appointments, and schedule adjustments for team members.
Generate and distribute daily reports on office activities and project statuses.
Communicate with vendors, customers, and field teams to ensure service coordination.
4. Key Performance Indicators (KPIs)
Invoice Processing Accuracy: Achieve a 98% on-time invoice processing rate.
Billing Dispute Resolution Time: Resolve disputes within 48 hours.
Customer Satisfaction Rating (Billing/Service): Maintain a rating above 4.8 stars.
Office Efficiency: Attain a task completion rate of over 95% on schedule.
Bachelor’s degree in Business Administration or a related field.
Minimum of 3 years’ experience in office management or administrative roles.
Proficiency in Microsoft Office Suite and familiarity with industry-specific software.
Excellent organizational, multitasking, and time management skills.
Strong verbal and written communication abilities with keen attention to detail.
6. Preferred Experience
Experience in the construction, home services, or weatherproofing industry.
Familiarity with billing cycles and project management in a service environment.
Prior use of ERP or CRM systems for office coordination.
Demonstrated ability to handle fast-paced office settings and changing priorities.
Previous exposure to regulatory compliance within home service sectors.
7. Physical Requirements
Ability to lift office supplies and documents up to 15 lbs.
Extended periods of sitting and computer work in a standard office setting.
Frequent use of telephone and computer systems.
Occasional travel between the office and project sites.
Capacity to stand for short periods during office events or meetings.
8. Work Environment and Schedule
Standard office environment with climate control and ergonomic workstations.
Regular work hours from 8:00 AM to 5:00 PM, Monday through Friday.
Occasional extended hours during peak project or billing periods.
Minimal required travel for office and project coordination.
On-call duties may be required for issue resolution during critical periods.
9. Compensation and Benefits
Salary range: $45,000 - $55,000 per year, based on experience.
Performance-based bonus opportunities.
Comprehensive Health, Dental, and Vision insurance packages.
401(k) retirement plan with company matching contributions.
Paid Time Off (PTO), holidays, and opportunities for professional development.
10. Company Culture and Overview
A collaborative and inclusive culture that values teamwork and open communication.
A strong emphasis on employee growth, continuous learning, and professional development.
Commitment to delivering high-quality customer service and operational excellence.
Supportive leadership that fosters innovation, accountability, and a positive work environment.
A community-focused organization that encourages work-life balance and employee well-being.
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 makes the weatherproofing office manager job different
Much of the office's paper here is required by rules: lead-safe records for older homes and safety sheets for the products on every truck.
Lead paperwork goes out before the crew
If the house went up before 1978 and the crew will disturb paint, EPA's RRP rule requires handing the owner EPA's lead pamphlet within the 60 days ahead of the start. Put it in the contract packet and keep the page the owner signs to show they got it. Mailing it instead? Keep the post office's mailing certificate, and mail it 7 days or more ahead of the job. If the owner doesn't live there, an adult occupant gets a copy too. Source: eCFR: 40 CFR 745.84, Information distribution requirements (EPA RRP rule).
Lead records stay on file for 3 years
The same rule makes the firm keep the records that show it followed the lead rules for 3 years after the renovation is done, longer if a state requires more. Those include signed pamphlet acknowledgments and any test kit or inspector report showing no lead-based paint. File them by job so they can be pulled quickly if EPA asks. Source: eCFR: 40 CFR 745.86, Recordkeeping and reporting requirements (EPA RRP rule).
A safety data sheet for every product
Crews use foams, caulks, adhesives, tapes and membranes, and each hazardous chemical needs its own safety data sheet. Under OSHA's hazard communication standard, workers must be able to reach those sheets during every shift, and electronic access is allowed. Many offices keep the current set in a shared app or drive that crews can open from the truck. Source: eCFR: 29 CFR 1910.1200, hazard communication (applied to construction by 1926.59).
Condo and HOA jobs ask for insurance proof
Condo boards and property managers often want to see an insurance certificate before any crew starts. Ask about it when the job sells, request it from your agent early, and store it with the job's paperwork so install day doesn't stall at the gate.
Invoice while the crew is still in the driveway
Have crews send completion photos, materials used and any test results from the house, then invoice that afternoon. Bills that go out the same day as the work get paid faster, and questions about missed areas come up while the details are fresh.
How much weatherproofing office managers make
The closest BLS group for weatherproofing 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 finishing contractors earned a median of $32.00 an hour ($66,560 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 5,310 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for building finishing contractors.
Most get a salary and a goal-based bonus. The template's top figure still sits under the BLS median that the page shows.
Building finishing contractors
$66,560$66,560 median Middle half $53,880–$81,370 10th–90th $42,160–$101,780
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 finishing contractors
$42,160
$53,880
$66,560
$81,370
$101,780
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for weatherproofing contractors on their own. These figures cover building finishing contractors, 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
Billing and collections with a sharp eye for errors
Leading a small office team, including CSRs
Organized digital job files anyone can find
Calm handling of billing disputes with homeowners
Comfort with Microsoft Office and a CRM or ERP
Teach these on the job
EPA's lead-safe paperwork for older homes
Your safety data sheet system
Your contract packet and cancellation process
How each job type is priced and billed
Expect Microsoft Office, accounting software such as QuickBooks, and the CRM or ERP that holds contracts and schedules, plus a document system for job files and safety data sheets. Spell out the systems in the ad.
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 · Rebate paperwork integrity
A utility rebate needs before-and-after photos, and the crew forgot the before photos. What do you do?
A strong answer: Tells the manager, checks whether the program accepts other proof, tells the customer honestly, never uses photos from another job, and adds the photos to the crew's checklist.
Behavioral · Building paperwork systems
Tell me about a system you set up to track estimates, change orders or rebate paperwork that others still use.
A strong answer: Describes the gap it fixed, the simple tool or checklist, how they trained people, and evidence it is still used, such as fewer missing forms.
See the template's targets as examples. Collect a quarter of your own numbers, then agree on goals with the general manager.
Invoice Processing Accuracy
Count invoices that went out on time with no correction, checked against the contract and any approved changes. Review the misses weekly with billing staff.
Billing Dispute Resolution Time
Log when each dispute arrives and when the homeowner agrees it's settled. Record the cause, such as scope, price or a missed area, so the source gets fixed.
Customer Satisfaction Rating (Billing/Service)
Ask about billing and the office experience in the post-job survey, apart from questions about the crew. Read low scores the week they arrive.
Office Efficiency
Keep a list of repeating office tasks and their due dates, like reports, filings and follow-ups, and count how many finish on time each week.
Document Management Error Rate
Audit a sample of closed job files each month for missing or wrong documents, such as an unsigned contract or a missing lead pamphlet receipt.
Career path
Administrative assistantHandles mail, filing and front desk tasks.
BookkeeperLearns billing, collections and the company's books.
Office managerManages office staff, billing and job records.
What physical tasks come with a weatherproofing office manager job?
Lifting boxes of files or supplies, standing to lead a quick team huddle, and the odd drive to a job site to drop off papers or meet a homeowner. Otherwise it's desk and phone work. Include every one of those tasks in the job listing, and be ready to discuss accommodations with any applicant who asks.
How much does a weatherproofing office manager make?
First-Line supervisors of office and administrative support workers who work for building finishing contractors earned a median of $32.00 an hour ($66,560 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $53,880 and $81,370 a year. Pay also depends on your local market, experience and overtime.
What daily report should a weatherproofing office manager send?
A short morning note works: jobs finished and invoiced, jobs waiting on paperwork such as a lead pamphlet or an insurance certificate, payments received and overdue balances. Send it to the general manager, operations and sales so each team sees what is holding up its work.
Does a weatherproofing office manager need construction experience?
It helps but isn't required. Someone from another home improvement or trade office will already know contracts, change orders and crew schedules. Teach the job types and the lead and chemical paperwork in the first few weeks.
Who keeps the safety data sheets current, the office or the warehouse?
The office can own the master set while the warehouse flags each new product or brand as it arrives. Agree that nothing new goes on a truck until its sheet is filed, and walk crews through where to find it.
