Office Manager at commercial HVAC company

Job Description

Job DescriptionBenefits:

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

As a growing commercial HVAC provider, we are actively looking for an experienced and organized Office Manager to join our team. This is a unique opportunity to work closely with the leadership team and help drive the success of the company. The ideal candidate will have project specific accounting experience along with prior knowledge of the HVAC, Construction, or Mechanical Service Industry. The position is full time in our office in Garland, TX

As our Office Manager, youll play a vital leadership role overseeing customer service, dispatch, orders, permits, and coordinating with supply houses. This role includes HR and Accounting responsibilities along with general administrative duties.

Responsibilities

• Oversee day-to-day office operations to ensure efficiency and organization.
• Maintain office systems and workflow procedures.
• Direct internal and external communications and scheduling across departments and with parent company.
• Manage input of accounts payables, accounts receivables and coding.
• Coordinate credit card receipt and expense tracking and organization.
• Process weekly payroll, track employee hours, PTO, and maintain related documentation.
• Facilitate employee on and off boarding, trainings and benefit maintenance.
• Assist in accounting month-end-close process.
• Aide in the monitoring of project timelines, tracking, budgets and schedules.
• Supervise the customer service team as well as participate in the customer service interactions when needed.
• Oversee dispatch and scheduling for field technicians including integration of software systems (FieldPulse, Service Titan, etc.).
• Oversee permit applications and renewals and the tracking processes for all projects.
• Oversee inventory levels and coordinate timely ordering of supplies & equipment.
• Utilize technology tools including Microsoft 365 (Outlook, Excel, SharePoint, Teams, etc.) for communication and file management.
• Maintain records and databases across multiple software platforms.
• Ensure team is properly trained and compliant with system usage protocols.

Requirements:

• Minimum of 5+ years of office management and data entry accounting experience, preferably in a project service-based or construction/trade industry.
• Proven experience in customer service oversight.
• Strong knowledge of payroll processes, invoicing, and permit requirements.
• Excellent organizational, multitasking, and communication skills & willingness to adhere to parent company reporting requirements and regulations.
• Ability to lead a team and enforce operational procedures.
• High level of professionalism, discretion and integrity.

Benefits:

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