HVAC Office Manager

Job Description

Job Description

HVAC Office Manager

The HVAC Office Manager is an experienced professional member of a team. This individual is responsible for the management of all areas of the HVAC company, financial and accounting operations, which includes accurate and timely financial reporting. This individual is also directly responsible for internal controls, policies, processes and procedures.

The HVAC Office Manager is responsible for planning and organizing the activities of the accounting operations to include budgeting, performing month-end close, assessment of proper revenue recognition, and safeguarding all company assets.

Primary responsibilities:

• Manage and mentor office staff on various HVAC business
• Prepare proposals for in/out of warranty services, new systems, various services we provide and follow up proposals and document progress
• Submit parts warranty claims in time, follow up until closed
• Order parts required for warranty and out of warranty parts and new systems
• Coordinate and monitor all aspects of new installations from start to end of the process
• Plans, organizes, and coordinates all activities of the general HVAC business related function to ensure accurate and timely recording and reporting of all financial results for the Business Unit/ organization.
• Manages the day-to-day operations of the related customer accounts, including A/R, A/P, purchases, and P&L activity.
• Implements controls and testing/monitoring, including but not limited to, procurement approvals, inventory testing (including counts and obsolescence), operating and payroll disbursements such as use of petty cash and local bank accounts.
• Helps to create accurate budgets that allow for the clear understanding of what must be delivered by our management team to meet organizational goals.
• Identifies process improvements and efficiencies, including the implementation of new systems and advises management with regards to resource utilization, tax strategies, and the assumptions underlying budget forecasts.
• Manages various systems used in the accounting process and implements enhancements as required by growth and expansion.
• Ensures data accuracy and consistency for all related accounting functions.
• Maintains current and accurate accounting records and support.
• Leads and mentor’s members of the office and technical team including, but not limited to, Administrative Assistants or Accounting employees.
• Attracts, develops, and retains competent and committed staff members.
• Assists in the audit of the Business Unit’s/operations financial records and works effectively with outside auditors.
• Performs special projects and addresses ad hoc responsibilities as requested.
• Develops and maintains strong, collaborative relationships with functional and departmental leaders.
• Always maintains a professional image by:
• Following safety policies and procedures.
• Abiding by ALL standards of performance and code of ethics.
• Maintaining a courteous demeanor with all customers and associates.
• Participates in ALL company-sponsored training classes.

Required knowledge, skills and abilities:

• Minimum of One year accounting experience, with at least two years management experience
• Technically adept in all areas of HVAC business, accounting and financial management including, financial analysis, budgeting, reporting and risk assessments.
• Knowledge of and experience with policies, procedures, and sound systems of internal controls.
• Quantitative financial analysis experience.
• Ability to analyze financial data and prepare financial reports, statements and projections.
• Strong computer skills including knowledge of computer financial applications and proficiency in Word, Excel, PowerPoint and Access.
• Proficient use of accounting systems including AP, AR, GL and Inventory.
• Background in building a team culture through recruitment, motivation, and training of staff.
• Excellent verbal and written communication skills as well as excellent interpersonal skills.
• Valid driver’s license and a clean driving record.
• Ability to pass a background check and drug screen.

Educational/certification requirements:

• Associate degree in accounting or equivalent work experience.

Environmental conditions:

• General office environment.

Physical requirements:

• Ability to stand, walk, and climb.
• Ability to continually bend, kneel, stoop, stretch, climb, twist, and reach.
• Natural or corrected vision to see and focus for close, distance, peripheral vision with normal depth perception.