Senior Office Manager – Dispatch, Scheduling & Operations

Quality Air Duct Cleaning LLC Location: Houston, TX 77041 (On-Site Only) Pay: Starting at $22.00 per hour, plus applicable overtime Schedule: 6 days per week, 10 hours per day Experience: Minimum 3 years of proven office management experience required Job Description Quality Air Duct Cleaning LLC is seeking a highly experienced, organized, responsible, and results-driven Office Manager to oversee daily office operations, customer communications, technician scheduling, dispatching, and employee recruitment. We operate in a fast-paced service industry, managing multiple technicians, customer appointments, and daily projects throughout Houston and Austin. We are NOT looking for a receptionist or an entry-level office assistant. We need a strong office manager who can take ownership, make decisions independently, solve problems, and keep the entire operation running efficiently. Key Responsibilities 1. High-Volume Calls & Customer Service * Manage a high volume of incoming and outgoing customer calls daily. * Respond professionally and efficiently to customer inquiries, requests, and concerns. * Handle difficult customers, complaints, scheduling conflicts, and service issues. * Follow up with customers, confirm appointments, and help close pending estimates. * Maintain excellent communication with customers and field technicians. 2. Scheduling, Dispatching & Route Optimization * Schedule multiple technicians and service appointments throughout Houston and Austin. * Organize appointments based on geographic location, traffic conditions, travel distance, technician availability, experience, and performance. * Minimize unnecessary driving time while maximizing the number of jobs completed daily. * Understand Houston’s major highways, surrounding suburbs, and general travel patterns. * Have strong knowledge of Houston and Austin geography, or demonstrate the ability to learn and use mapping and scheduling tools effectively. * React quickly to cancellations, delays, emergencies, and last-minute customer requests. * Adjust schedules throughout the day to maintain operational efficiency. 3. Office Management & Daily Operations * Supervise daily office activities and coordinate field employees. * Ensure technicians arrive on time and complete their assigned jobs. * Track daily appointments, technician productivity, and job completion. * Maintain accurate customer information, scheduling records, and job details. * Identify operational problems and resolve them independently. * Prioritize tasks and manage multiple responsibilities simultaneously. * Hold employees accountable for scheduling, communication, and job performance. 4. Hiring, Recruiting & Employee Coordination * Post job advertisements, screen applicants, and conduct initial interviews. * Assist with recruiting qualified technicians and office personnel. * Coordinate new employee onboarding and training schedules. * Monitor employee attendance, reliability, and performance. * Help management maintain a productive and dependable team. Minimum Requirements – MUST HAVE * At least 3 years of proven experience as an Office Manager with substantial operational responsibilities. * Previous experience scheduling and dispatching multiple field employees, technicians, or service crews. * Experience handling a high volume of telephone calls and customer interactions. * Strong organizational, multitasking, leadership, and problem-solving abilities. * Experience handling customer complaints and difficult situations professionally. * Experience with employee recruiting, hiring, or staff coordination. * Excellent spoken and written English communication skills. * Strong computer skills and ability to work with CRM, scheduling, and dispatch software. * Ability to work under pressure in a busy, fast-paced environment. * Reliable personal transportation and dependable attendance. * Must be able to commute reliably to our Houston 77041 office six days per week. Candidates with a short,…

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