HVAC Office Manager

The Office Manager oversees the daily administrative and operational functions of the office. This role ensures smooth scheduling, customer communication, billing accuracy, and team coordination between technicians, management, and clients. The ideal candidate has strong organizational and communication skills, industry knowledge, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Office Administration & Customer Service

• Manage daily office operations to ensure efficiency and professionalism.
• Serve as the first point of contact for customers—answer calls, schedule service appointments, and handle inquiries. Operate Service Titan software.
• Maintain accurate and up-to-date customer records, work orders, and service tickets.
• Oversee filing systems, data entry, and document management.

Scheduling & Dispatching

• Schedule and coordinate HVAC technicians for installations, maintenance, warranties and service calls.
• Optimize daily routes to maximize technician productivity and minimize travel time.
• Communicate job details, parts requirements, and timelines to field technicians.

Financial & Administrative Support

• Process invoices, purchase orders, and payments accurately and on time.
• Assist with payroll and timesheet verification.
• Track expenses and assist with budget preparation.
• Manage vendor accounts and order office or field supplies as needed.

Team Coordination & Leadership

• Support management with staff scheduling, meetings, and performance tracking.
• Help onboard new office staff or technicians, ensuring proper training on company systems.
• Promote a positive, professional, and customer-focused office culture.

Compliance & Recordkeeping

• Ensure compliance with company policies, safety regulations, and licensing requirements.
• Maintain records of permits, warranties, and service contracts.
• Monitor and update insurance and certification documents as needed.

Qualifications

Required:

• High school diploma or equivalent; associate or bachelor's degree preferred.
• 3+ years of experience in office management, administrative, or dispatching role (HVAC or trade industry strongly preferred).
• Strong knowledge of HVAC terminology, workflows, and customer service practices.
• Proficiency with office software (Microsoft Office, Google Workspace QuickBooks).
• Experience with HVAC management or dispatch software (e.g., ServiceTitan,).

Preferred:

• Bookkeeping or accounting experience (QuickBooks).
• Knowledge of local HVAC permitting and compliance requirements.

Key Skills & Competencies

• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Attention to detail and problem-solving aptitude.
• Ability to handle a fast-paced environment and competing priorities.
• Customer service–oriented and professional demeanor.

Pay: $50, $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person