Administrative Business Manager – Multi-Company Plumbing

About the Role

The Administrative Business Manager is a high-impact, multi-disciplinary role responsible for overseeing all administrative, compliance, and operational support functions across several service-based companies within our organization.

This is a department-of-one position—meaning you will independently own and execute all administrative duties—while coordinating closely with company leadership and field teams. The ideal candidate is exceptionally organized, proactive, and capable of managing multiple brands' administrative needs with accuracy, consistency, and professionalism.

Key ResponsibilitiesMulti-Company Administrative Operations

• Serve as the primary administrative point of contact for multiple service companies (plumbing, maintenance, or related trades).
• Manage scheduling support, customer communication standards, documentation, and office operations across the organization.
• Maintain accurate company records, SOP documentation, vendor accounts, job files, and digital organization systems for each entity.
• Maintain consistency of processes across companies while respecting brand-specific requirements.

Licensing, Insurance & Compliance Management

• Track, renew, and maintain all business licenses, contractor licenses, technician certifications, local/state registrations, and permits required for each company.
• Ensure all insurance policies remain active and up-to-date (general liability, workers' compensation, auto, umbrella, property, etc.).
• Manage Certificates of Insurance (COIs), broker communications, policy updates, and claims documentation.
• Organize compliance records and ensure each company meets regulatory obligations in its jurisdiction.

Financial & Operational Support

• Oversee invoicing accuracy, accounts receivable, accounts payable, bank deposits, and reconciliation workflows for all companies.
• Assist with budgeting, forecasting, and preparing financial or operational reports for ownership.
• Monitor operational KPIs, job profitability trends, and cash flow indicators across companies.
• Review vendor contracts, maintain insurance compliance with vendors, and monitor renewal calendars.

Customer & Vendor Communications

• Ensure each company maintains high customer service standards through consistent communication templates, follow-up routines, and documentation quality.
• Handle escalated customer concerns or administrative issues.
• Serve as the liaison with vendors, suppliers, software providers, and insurance or licensing agencies.

Systems, Organization & Process Improvement

• Manage all software platforms used across the companies (dispatching, CRM, financial, communication tools).
• Create and maintain SOPs to ensure administrative consistency across brands.
• Identify workflow bottlenecks and implement solutions to improve efficiency and accuracy.
• Coordinate with ownership to support new business start-ups, acquisitions, or brand expansions.

Qualifications & ExperienceRequired

• 4–5 years of administrative, operations, or office management experience.
• Proven ability to autonomously manage a high volume of tasks across multiple business entities.
• Experience with licensing, insurance, compliance, or regulatory documentation.
• Advanced organizational and record-keeping skills.
• Proficiency with field service or CRM software (ServiceTitan, Housecall Pro, Service Fusion, etc.).
• Strong written and verbal communication skills.

Preferred

• Experience in plumbing, HVAC, electrical, construction, or related service industries.
• Background handling multi-entity financial workflows or bookkeeping.
• Exposure to multi-state licensing or insurance requirements.

Key Competencies

• Self-sufficiency & ownership: Able to run an entire administrative department alone.
• Multi-tasking at scale: Comfortable managing parallel workflows across multiple brands.
• Extreme organization: A system-builder with rigorous attention to detail.
• Confidentiality & professionalism: Handles sensitive business information responsibly.
• Proactive mindset: Anticipates needs, deadlines, renewals, and risks before they arise.
• Clear communication: Communicates effectively with leadership, field teams, and customers.

Why This Role Matters

With multiple companies operating simultaneously, a single administrator oversees the systems, compliance, documentation, and operational stability that keep them running. This role directly protects the businesses by keeping licenses and insurance current, ensuring operational consistency, and enabling leadership to focus on growth.

Job Types: Full-time, Part-time

Pay: $50, $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Las Vegas, NV 89103