Remote Office Manager – U.S. Home Services Company (Industry Experience Required)

About Our Company

Quality Air Duct Cleaning is a growing U.S.-based home services company operating in Houston and Austin, Texas. We specialize in air duct cleaning, HVAC system cleaning, mold remediation, and related residential and commercial services.

We are looking for a highly experienced, organized, confident, and responsible Remote Office Manager based in the Philippines who can take ownership of daily office operations.

THIS IS NOT A BASIC VIRTUAL ASSISTANT, CALL CENTER, OR ADMINISTRATIVE ASSISTANT POSITION.

We need someone who has actual experience running daily operations for a U.S.-based home services company, including answering calls, managing technicians, scheduling jobs, handling customer complaints, supervising employees, and ensuring the office operates efficiently.

We are looking for someone who can think independently, solve problems, make decisions, and take responsibility without requiring constant supervision.

Position Details

• Position: Remote Office Manager
• Location: Philippines – 100% Remote
• Starting Salary: $1,500 USD per month
• Schedule: Monday through Saturday
• Working Hours: 12 hours per day, 72 hours per week 7am to 7pm
• Time Zone: U.S. Central Time (Houston, Texas)
• Employment: Full-Time, Long-Term Position
• Growth Opportunities: Opportunities for increased responsibility and compensation based on performance

Job Responsibilities

1. Customer Service & Incoming Calls

• Answer incoming customer calls professionally and confidently.
• Manage a high volume of phone calls throughout the day.
• Respond to customer questions regarding our services.
• Schedule new appointments and convert leads into booked jobs.
• Handle difficult customers, service complaints, and cancellations.
• Follow up with customers regarding pending estimates, appointments, and completed work.
• Maintain excellent customer service and professional communication.
• Ensure no customer inquiries or missed calls go unanswered.

2. Scheduling & Dispatching Technicians

• Manage daily scheduling for technicians operating throughout Houston and Austin, Texas.
• Schedule appointments based on technician location, driving distance, job requirements, availability, and performance.
• Understand geographical areas and use maps to optimize routes.
• Monitor technician schedules and job progress throughout the day.
• Coordinate multiple technicians and service appointments simultaneously.
• Handle last-minute scheduling changes, cancellations, and emergency requests.
• Communicate with technicians regarding job assignments, customer requests, and scheduling updates.
• Minimize unnecessary driving time while maximizing daily productivity.

3. Office Operations Management

• Take full responsibility for managing daily office operations.
• Ensure all calls, appointments, follow-ups, and administrative responsibilities are completed.
• Supervise and coordinate office staff and field technicians.
• Monitor daily workflow and identify operational problems before they affect customers.
• Develop and improve office procedures and employee performance.
• Make operational decisions independently when necessary.
• Maintain accurate customer records, job notes, and appointment information.
• Report operational performance, problems, and important updates directly to the owner.
• Ensure the business runs smoothly and efficiently without requiring constant supervision.

4. Employee Management & Recruiting

• Assist with recruiting, screening, and interviewing new employees.
• Coordinate employee onboarding and training.
• Monitor technician and office staff performance.
• Handle employee scheduling, attendance, and daily communication.
• Address employee issues, complaints, and performance concerns.
• Hold employees accountable for following company procedures.
• Coordinate technician assignments based on qualifications and productivity.

5. Sales, Estimates & Customer Follow-Up

• Follow up with customers who received estimates but have not booked.
• Help convert incoming leads into confirmed appointments.
• Communicate with customers regarding job pricing, scheduling, and service options.
• Track pending estimates and missed sales opportunities.
• Help improve booking conversion rates and customer retention.
• Coordinate with technicians regarding job updates, additional services, and customer requests.
• Identify opportunities to increase revenue and improve company performance.

6. CRM, Phone Systems & Reporting

• Manage customer information, appointments, and technician schedules using CRM software.
• Review call recordings and monitor incoming and missed calls.
• Track marketing lead sources and customer inquiries.
• Maintain accurate records of booked jobs, completed appointments, and pending estimates.
• Prepare operational reports and track employee performance.
• Help identify weaknesses in customer service, scheduling, and lead conversion.

REQUIRED Qualifications

Please read carefully. We are looking for experienced candidates only.

1. U.S. Home Services Industry Experience – REQUIRED

Candidates must have previous professional experience working for a U.S.-based home services company.

Relevant industries include:

• HVAC / Air Conditioning
• Air Duct Cleaning
• Mold Remediation
• Water Damage Restoration
• Plumbing
• Electrical Services
• Other residential or commercial field service companies

Candidates with direct experience in HVAC, air duct cleaning, or mold remediation will receive priority consideration.

General administrative, call center, or virtual assistant experience without home services industry experience is not sufficient.

2. Office Management Experience – REQUIRED

• Minimum 3 years of proven experience managing office operations or service business operations.
• Previous responsibility for scheduling or dispatching field technicians.
• Experience handling customer service, complaints, and daily operational problems.
• Ability to supervise employees and coordinate multiple departments.
• Proven ability to manage a busy office independently.
• Experience making operational decisions without constantly requesting management approval.

3. Excellent English Communication – REQUIRED

• Excellent spoken and written English.
• Clear, professional, easy-to-understand spoken English.
• Confidence speaking with American customers over the phone.
• Ability to explain services, manage complaints, and handle difficult conversations.
• Strong listening, negotiation, and problem-solving skills.

4. Scheduling & Dispatching Experience – REQUIRED

• Proven experience scheduling and dispatching field service technicians.
• Ability to organize multiple appointments and technicians simultaneously.
• Strong understanding of geographical scheduling and travel time.
• Experience using Google Maps or similar tools to plan efficient routes.
• Ability to adjust schedules quickly when problems occur.

5. Leadership & Independent Decision-Making – REQUIRED

• Strong leadership and management skills.
• Ability to take responsibility and ownership of daily operations.
• Excellent organization and multitasking skills.
• Ability to work in a fast-paced environment under pressure.
• Strong attention to detail and accountability.
• Proactive attitude toward solving problems.
• Ability to work independently without constant supervision.

6. Remote Work Requirements – REQUIRED

• Reliable computer capable of handling multiple applications.
• Fast and stable internet connection.
• Backup internet connection.
• Quiet, professional working environment without background noise.
• High-quality headset and microphone.
• Reliable availability during U.S. Central Time working hours.
• Ability to work the full Monday–Saturday schedule.

Preferred Software Experience

Previous experience with the following platforms is highly preferred:

Housecall Pro

• Customer management and CRM.
• Scheduling and dispatching technicians.
• Job management, estimates, and customer follow-ups.
• Tracking appointments and service history.

CallRail

• Call tracking and lead source management.
• Reviewing call recordings.
• Identifying missed calls and marketing performance.
• Monitoring call quality and conversion opportunities.

RingCentral

• Business phone system management.
• Answering and routing incoming calls.
• Managing call queues, voi cemail , and missed calls.
• Using call recordings and team communication features.

Experience with Workiz or similar field service management software is also valuable.

Candidates who already know Housecall Pro, CallRail, and RingCentral will receive priority consideration.

The Type of Person We Want

We want someone who takes ownership of the business operations and treats the company’s success seriously.

Someone who can:

• Run daily office operations without needing instructions for every task.
• Handle demanding customers professionally.
• Manage employees and technicians confidently.
• Recognize problems and solve them independently.
• Keep the schedule organized even during extremely busy days.
• Maintain control over daily operations.
• Take initiative and continuously improve the way the business operates.
• Balance hands-on work, such as answering calls and scheduling jobs, with managing the entire office.

We are not hiring someone simply to answer the phone. We are hiring someone capable of RUNNING THE OFFICE while also handling day-to-day work.

Mandatory Application Requirements

To be considered, applicants MUST submit all three items below.

1. Updated Resume

Your resume must clearly show your experience working for U.S.-based home services companies and your actual office management responsibilities.

2. Mandatory 2–4 Minute Video Introduction in English

In your video, answer the following questions:

1. What U.S.-based service companies have you worked for, and what services did they provide?
2. What was your exact position, and what were your daily responsibilities?
3. How many tech