Office Manager – Ugstad Plumbing and Heating

Employment Type: Part Time

Position Summary

Ugstad Plumbing and Heating is a family-owned plumbing and heating company seeking a professional and detail-oriented Office Manager to oversee day-to-day administrative and scheduling operations. This position plays a central role in managing service schedules, coordinating communication between customers and technicians, and maintaining accurate digital records in the company’s scheduling and field management software.

The Office Manager ensures the smooth operation of the business by efficiently handling service requests, tracking job progress, maintaining organized workflows, and supporting the owners and technicians in delivering prompt, high-quality service.

Essential Duties and Responsibilities

• Manage the daily service calendar for the technicians using the company’s scheduling software. Prioritize, assign, and monitor jobs to ensure efficient routing and timely completion.
• Answer incoming calls, schedule appointments, confirm arrival windows, and communicate job updates through the scheduling system and by phone or email. Provide a professional and courteous experience for every customer.
• Create, update, and close out service tickets within the scheduling software.  Maintain complete and accurate job details, technician notes, and service histories.
• Maintain digital and physical records for service orders, invoices, and payments. Support light bookkeeping tasks such as reconciling work orders, verifying payments, and assisting with billing entries in QuickBooks.
• Provide real-time communication to technicians regarding schedule changes, customer updates, or special instructions directly through the scheduling software and internal communication tools.
• Maintain organized electronic and paper filing systems, manage email correspondence, and support owners with reporting, recordkeeping, and general administrative duties.

Qualifications

• Minimum of 2 years of experience in office management, dispatching, or administrative coordination; experience in plumbing, heating, or other skilled trades preferred.
• Proficiency in scheduling or field-service management software (such as Housecall Pro, Workiz, Jobber, or ServiceTitan).
• Familiarity with accounting or customer management systems such as QuickBooks, Google Workspace, or Microsoft 365.
• Strong organizational, multitasking, and communication skills.
• Ability to handle shifting priorities, urgent service requests, and customer concerns calmly and professionally.
• Commitment to accuracy, efficiency, and customer satisfaction.

Compensation and Benefits

• Competitive wage or salary based on experience.
• Opportunity to grow within a stable, family-run organization that values teamwork and reliability.

Work Environment

• Office-based position with regular phone, email, and computer work.
• Standard business hours, Monday through Friday.