Office Manager

We are looking for an experienced Office Manager to lead and organize the front-office operations of our HVAC company. This role is ideal for someone with construction and HVAC experience who excels at keeping projects, paperwork, and communication running smoothly.

You will be responsible for coordinating office workflows, organizing project documentation, and serving as a key point of contact between our internal team and General Contractors, and accounting support.

Responsibilities

Office Management & Administration

• Oversee daily front-office operations and administrative workflows
• Maintain organized job files and project documentation
• Support scheduling, coordination, and internal communication
• Act as a central hub between field staff, management, and external partners

Project Coordination

• Organize and manage project documentation including:
• Submittals
• Safety documents
• Compliance and insurance paperwork
• Gather required information from General Contractors and ensure timely submissions
• Track deadlines and requirements for multiple active projects

Communication & Support

• Communicate professionally with General Contractors, vendors, and customers
• Assist with onboarding paperwork and general HR support
• Provide administrative support to ownership and operations leadership

Billing & Office Support (Secondary)

• Assist with invoicing and billing through QuickBooks
• Track job-related documentation tied to billing
• Support payroll processing as needed (experience a plus)

Qualifications

• Experience in an Office Manager, Project Administrator, or Senior Administrative role
• Prior experience in HVAC and construction required
• Familiarity with Procore or similar construction management software
• Working knowledge of QuickBooks (billing support level)
• Strong organizational and documentation skills
• Comfortable managing multiple projects and deadlines
• Clear, professional written and verbal communication skills
• Payroll experience a plus
• Notary Public certification a plus

What We're Looking For

• Someone who naturally brings order to busy environments
• Confident communicator who can interact with General Contractors
• Detail-oriented without losing sight of the big picture
• Reliable, organized, and proactive

Compensation

• $65,000 – $80,000 annually, depending on experience
• Benefits package available

Pay: $65, $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person