Job Description

Position Summary
We're looking for an organized, detail-oriented experienced Office Manager to support daily operations for a field service company. This role focuses on time tracking, job documentation, CRM accuracy, dispatch coordination, proposals, and central station account support. You'll help keep jobs organized, documented, and moving from scheduled work to closeout and billing.

Responsibilities

Time & Job Tracking

Confirm the previous day's work is properly logged in Simpro CRM with accurate job descriptions, labor time, and photos.
Review daily jobs in the CRM to verify documentation is complete and accurate.
Maintain and constantly update CRM data so tickets, notes, and job details stay current.

Administrative Management
Manage office emails daily to ensure timely follow-up and no missed communication.
Handle incoming phone calls and route them appropriately.
Maintain complete and accurate customer and employee records.
Systems & CRM Oversight
Manage Simpro (or similar CRM) to keep tickets, leads, proposals, and job records updated.
Create leads, prepare proposals, and send proposals to customers.
Enter confirmed job site changes into Simpro (scope additions, changes, and notes).
Coordinate with the site admin / field supervisor to confirm job additions, job completion notes, stock/parts used, and closeout instructions before invoicing.

Central Station Management
Assist with central station account administration, including monitoring details, billing support, and zone list tracking/organization.
Job & Parts Coordination
Ensure site supervisors report all additions, deviations, and changes from the original scope.
Track parts needed for upcoming jobs and help ensure parts are ordered and ready for scheduled work.

Required Skills & Experience Strong computer skills with Microsoft Office: Outlook, Excel, Word Comfortable working in a CRM / dispatching system (Simpro experience is a plus) Strong attention to detail and ability to follow up until tasks are closed out Clear communication (written and verbal), professional phone/email etiquette Able to prioritize and manage multiple moving jobs at once Preferred (Nice to Have) Familiarity with field service industries such as HVAC, plumbing, electrical, low-voltage, fire alarm, security, or similar trades Experience coordinating technicians, job documentation, and job closeouts

This is a remote job for a US company.

Work hours: 3pm - 12am (SA time)

Must have a reliable WiFi connection, two screens and power backup for outages.

Starting rate: $10 an hour

Must be able to start immediately.

Job Type: Full-time

Work Location: Remote