About the Role
A busy HVAC service company is seeking a highly organized Office Manager to support daily office operations, accounting administration, customer service, scheduling, and dispatch coordination.
This role is ideal for someone who is proactive, detail-oriented, and comfortable being the right hand to the manager in a fast-paced service environment. Strong accounting and administrative skills are required. HVAC, trades, construction, or field-service dispatch experience is an asset, but we are willing to train the right person on dispatch if they bring the right skills, attitude, and ability to learn.
Key Responsibilities
- Manage daily office administration and help keep the office organized, efficient, and on track.
- Support accounting functions including invoicing, accounts payable, accounts receivable, payment tracking, financial records, and related follow-up.
- Assist with customer phone calls, emails, scheduling requests, service coordination, and general inquiries.
- Support dispatch coordination for technicians, service calls, installations, maintenance work, and field availability.
- Prepare and maintain work orders, invoices, purchase orders, customer records, reports, and office documentation.
- Communicate professionally with customers, service techs, suppliers, vendors, and management.
- Help track priorities, follow up on outstanding items, and ensure important details do not fall through the cracks.
- Assist with general process improvements, filing, documentation, and office systems.
Qualifications
- Previous experience in office management, accounting administration, bookkeeping, senior administration, or a similar role.
- Strong accounting knowledge and comfort working with invoices, payments, payables, receivables, and financial records.
- Excellent organization, accuracy, follow-through, and ability to manage competing priorities.
- Strong customer service and communication skills by phone and email.
- Comfortable working with customers, technicians, suppliers, and management.
- Experience in HVAC, construction, trades, service dispatch, or a similar field-service environment is an asset.
- Dispatch experience is preferred but not required; training will be provided for the right candidate.
- Strong computer skills and ability to learn office, accounting, and scheduling systems quickly.
- Professional, reliable, discreet, and able to take initiative.
The Right Fit
The successful candidate will be someone who brings structure, calm, and follow-through to a busy office. They will be trusted to support the manager, keep priorities moving, and help ensure customers, technicians, paperwork, and accounting details are properly handled.
Pay: $65,000.00-$75,000.00 per year
Benefits:
- Company events
- Dental care
- On-site parking
- Vision care
Experience:
- Office management: 3 years (required)
- Accounting: 2 years (required)
Work Location: In person
