Office Manager - Residential HVAC

he Office Manager will be the backbone of our daily operations, responsible for managing customer communications, scheduling appointments, handling bookkeeping, filing warranty claims, and overseeing supply orders. This role is crucial in maintaining efficiency, supporting field technicians, and ensuring a seamless customer experience.

Key Responsibilities: Customer Service & Scheduling:

• Answer inbound calls, respond to customer inquiries, and provide excellent customer support.
• Schedule service appointments, dispatch technicians, and coordinate job assignments efficiently.
• Maintain a well-organized scheduling system to optimize workflow and minimize downtime.
• Follow up with customers regarding appointments, service updates, and feedback.

Administrative & Office Management:

• Process and file warranty claims accurately and in a timely manner.
• Maintain and organize customer records, job files, and service agreements.
• Order office and HVAC-related supplies to ensure the team has necessary materials.
• Manage and update company databases, customer records, and work orders.

Bookkeeping & Financial Management:

• Handle invoicing, accounts payable/receivable, and process payments.
• Work with accounting software (e.g., QuickBooks) to track expenses and generate reports.
• Assist in payroll processing and employee time tracking.

Operations & Support:

• Communicate with vendors and suppliers to ensure timely deliveries and cost-effective purchasing.
• Support field technicians by ensuring they have all necessary information and documentation.
• Assist with marketing efforts, including social media updates and customer outreach when needed.

Qualifications:

• Previous experience in an office management, administrative, or customer service role in HVAC industry
• Proficiency in office software, scheduling tools, and Quickbooks Online software
• Strong organizational and multitasking skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.

What We Offer:

• Competitive salary based on experience - $60,000 annual salary to start
• Health, Dental and Vision benefits (50% paid by company).
• Growth opportunities in a rapidly expanding company.
• A supportive and progressive work environment.
• Annual performance based bonus

If you are an organized and customer-focused professional looking to be a key player in a growing HVAC company, we’d love to hear from you!