Office Manager
Job Location:
Fort Worth, TX - USA
Yearly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
A longestablished commercial and industrial contractor is seeking an experienced Office Manager to lead administrative operations customer service workflow dispatch coordination billing and compliance. This is a newly created onsite role reporting directly to ownership and designed for a highly organized professional who thrives in a fastpaced service environment.
Bookkeeping and payroll are managed externally allowing this position to focus on customer communication scheduling invoicing receivables and daytoday office management.
Owner
Trade leads (HVAC Electrical) and field technicians
MondayFriday standard business hours No nights weekends or oncall rotation
Arlington Texas
Serve as the primary point of contact for incoming customer calls
Log schedule and dispatch service and warranty calls in coordination with trade leads
Follow up with customers after job completion and after quotes are issued
Oversee and coordinate with the afterhours answering service
Prepare and issue invoices within 48 hours of job completion
Manage accounts receivable and conduct followup on pastdue balances
Prepare progress billing for commercial projects
Provide job cost details and material documentation to the external accounting firm
Maintain job records filing systems and digital document management
Coordinate vendor communication ordering and deliveries
Oversee daily office operations and workflow
Maintain a compliance calendar for trade licenses continuing education and certifications
Manage insurance renewals and issue certificates of insurance
Track permits from application through final inspection
Complete contractor prequalification packages and assemble bid submissions
Coordinate vehicle maintenance registrations and fuel card assignments
Maintain tool and equipment inventory records
Support hiring coordination onboarding and apprentice hour tracking
3 years of office management or administrative experience in construction trades or field service
Proficiency with QuickBooks Online including invoicing and accounts receivable
Experience managing receivables and customer collections
Strong organizational skills with the ability to manage recurring deadlines independently
Professional phone presence and customer service skills
Experience with electrical HVAC plumbing or mechanical contractors
Familiarity with Texas licensing requirements (TDLR) EPA 608 tracking or certificates of insurance
Dispatch or crew scheduling experience
Experience preparing bid packages or contractor prequalification submissions
MondayFriday schedule with no nights weekends or oncall rotation
Direct working relationship with ownership and full autonomy within the role
A stable longstanding company with more than fifty years in the commercial and industrial market
A structured 90day onboarding plan
Required Experience:
IC
About Company
Cogent Analytics is a business consulting firm, which provides powerful solutions to the American small business owner.
