A window cleaning office manager leads the phone team, keeps the booking calendar and makes sure every job gets billed correctly. In spring, they keep the schedule moving and sort out reschedules, billing mistakes and customer questions before the owner has to.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building services companies · BLS, May 2025
Provide comprehensive administrative support to the window cleaning department, ensuring smooth day-to-day operations and effective billing management. Oversee scheduling, coordination, and communication between team members and customers. Serve as a key point of contact for administrative queries and operational issues, enhancing overall office efficiency. Contribute to revenue integrity and customer satisfaction through efficient support and process improvements.
2. Essential Duties and Responsibilities
Manage daily administrative tasks, including data entry, filing, and document management.
Oversee and process billing, invoicing, and financial transactions accurately and timely.
Coordinate scheduling and day-to-day operations for the window cleaning team.
Serve as a liaison between field staff and management, ensuring clear communication and prompt issue resolution.
3. Key Tasks / Daily Activities
Handle incoming customer calls and emails, ensuring timely and professional responses.
Process and reconcile billing transactions and invoices with precision.
Update and maintain daily schedules, coordinating with cleaning crews and management.
Prepare routine reports on office performance, billing trends, and operational challenges.
4. Key Performance Indicators (KPIs)
Billing Accuracy: Maintain a billing error rate of less than 2%.
Customer Response Time: Ensure 90% of customer inquiries are addressed within 24 hours.
Scheduling Efficiency: Achieve a scheduling accuracy rate of at least 95%.
Office Productivity: Contribute to a 10% reduction in operational delays through process improvements.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration or related field preferred.
Minimum of 3 years of experience in an administrative or office management role.
Strong organizational and multitasking skills with excellent attention to detail.
Proficient in MS Office Suite and billing software with effective communication skills.
6. Preferred Experience
Previous experience in the home services or window cleaning industry.
Proven track record of managing billing and administrative processes in a fast-paced environment.
Experience working with scheduling and field service management systems.
Familiarity with industry-specific compliance and safety standards.
7. Physical Requirements
Ability to sit or stand for extended periods during regular office hours.
Occasional lifting of materials or files up to 15 lbs as required.
Frequent use of computers and telecommunication equipment.
Comfortable working in a standard office environment with minimal physical strain.
8. Work Environment and Schedule
Full-time position with typical work hours from 8:00 AM to 5:00 PM.
Limited travel required; primarily based in an office setting.
Occasional overtime during peak business periods.
Standard office environment with a supportive and collaborative team atmosphere.
9. Compensation and Benefits
Competitive salary range between $45,000 and $55,000 per year.
Eligibility for performance-based bonuses.
Comprehensive health, dental, and vision insurance policies.
Participation in a 401(k) retirement plan with employer contributions.
10. Company Culture and Overview
We are a dynamic and growth-oriented company committed to excellence in customer service and operational efficiency.
Our culture emphasizes teamwork, innovation, and continuous improvement.
We provide opportunities for professional development and career advancement.
We believe in fostering a supportive and inclusive work environment where every team member can thrive.
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
Running an office is much the same anywhere. Here, a spring calendar, homes with people and pets inside, and weather that moves whole days set the work.
Inside jobs need someone home
Outside-only cleans can often run with nobody home. Inside windows, screens and tracks need a homeowner there or a key plan. The office confirms who will be home, gate and alarm codes, and pets, and keeps those notes where crews can see them and nobody else can.
Weather can move a whole day
Storms, lightning and high wind can stop ladder and pole work for the day. In spring, one lost day spills into a calendar that's already full. The office manager decides who gets moved first, makes sure every affected customer hears from the office that day, and keeps repeat customers close to their usual dates.
Repeat customers run on a cycle
Many homeowners book every spring, every spring and fall, or a few times a year. The office tracks each customer's next due date and sends reminders, so repeat work fills the calendar before new leads arrive. A missed reminder is lost revenue that nobody notices until the season is over.
Damage and redo calls start here
A cracked pane, a bent screen or a streak the homeowner spots after the crew leaves comes to the office first. The office manager logs it with photos and books a redo or hands it to the operations manager. Tracking repeat problems by crew shows where training is needed.
Card numbers stay out of notes
Crews and the office take cards in person, by phone and on file. The card industry's PCI Data Security Standard applies to every merchant that handles card data. In practice, card numbers never go in job notes, emails or sticky notes; staff use the payment screen in your software instead. Source: PCI Security Standards Council: PCI DSS.
How much window cleaning office managers make
The closest BLS group for window cleaning 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.
Expect a yearly salary with a performance bonus, as the template lists. Billing accuracy and on-time invoicing make good bonus measures here, since both are easy to count.
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 window cleaning 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
Keeps a full calendar straight while the phones keep ringing
Gives an upset homeowner a real date for the redo, not a vague promise
Coaches CSRs by listening to calls and checking their booking notes
Knows the price list well enough to spot a missed screen or track charge
Writes simple office procedures that others can follow
Teach these on the job
Your services and how long each takes on a typical house
Your service plan rules and reminder timing
Your weather and reschedule policy
Your damage claim steps and when insurance gets involved
How your payment screens store cards safely
The schedule, customer notes, invoices and stored cards all live in the field app, whether that's Housecall Pro, Jobber or another. Around it sit a business phone and texting system and Microsoft Office, which the template names, for the weekly reports.
Use your own call logs and billing history to pick each target, and measure spring apart from the slow months so the busy season doesn't hide problems.
Billing Accuracy
Log every invoice that has to be reissued and tag the cause: wrong service, missed add-on, price, tax or customer. Report the count against invoices sent, and train on the most common tag.
Customer Response Time
Time from a customer's call, email, text or web message to the first real reply, using the phone system's records and the field app's message log. Check after-hours voicemails on their own.
Scheduling Efficiency
Share of booked jobs done on the scheduled day by the planned crew, leaving out weather moves. Pull reschedules and their reasons from your software every week.
Office Productivity
Pick the delays the office causes, such as late confirmations, missing gate codes or invoices sent late. Count each one monthly and compare the totals with a year ago.
What should a window cleaning office ask when booking a job?
Start with the address, how many stories, and the scope: outside only, inside too, screens, tracks. Ask about divided-light windows, skylights, mineral stains and anything fragile near the glass. Then the access details: who will be home, gate and alarm codes, pets and parking. The office manager writes this into the booking script so quotes and crew times come out right.
How much does a window cleaning 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.
Which reports should a window cleaning office manager send each week?
Booked hours against crew capacity for the next two weeks, so gaps get filled early. Recurring customers due but not yet booked. Open invoices by age. Reschedules by cause, with weather apart from office errors. And response times on calls and messages. Five short numbers tell the owner more than a long recap.
How long should a window cleaning company keep payroll records and time cards?
Federal rules say to keep payroll records for at least three years, and the time cards or other records that wages are figured from for two years. Some states ask for longer; New York wants payroll records kept six years. If the office collects crew time sheets or app exports, file them where HR and the bookkeeper can find them.
Who reports to a window cleaning office manager?
The customer service reps report here, and in some companies the dispatcher and an admin assistant do too. The bookkeeper often reports to the CFO or the owner instead. Crews answer to field supervisors and the operations manager. Still, the office manager is who they call about schedules, customer notes and billing.
