Job Summary
We are seeking a dynamic and highly organized HVAC & Plumbing Office Operations Manager to lead the administrative and operational functions of our HVAC and plumbing service division. This pivotal role ensures smooth office workflows, effective vendor and client communication, and efficient management of scheduling, bookkeeping, and financial processes. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, technical proficiency, and a proactive approach to team management. Join us to help streamline our operations, enhance customer satisfaction, and support our team’s success!
Responsibilities
- Oversee daily office operations, including calendar management, appointment scheduling, and multi-line phone system handling to ensure seamless communication.
- Manage vendor relationships by coordinating service schedules, negotiating contracts, and maintaining accurate records of all transactions.
- Supervise administrative staff, providing training and development opportunities to foster a high-performing team.
- Handle bookkeeping tasks using accounting software such as QuickBooks; maintain accurate records of invoices, payments, payroll, and financial reports.
- Coordinate human resources functions including onboarding new employees, managing confidential personnel information, and supporting employee relations.
- Prepare and monitor budgets for office activities; track expenses using spreadsheets and financial software to ensure cost-effective operations.
- Support event planning efforts for company meetings or client events; manage logistics from venue booking to materials preparation.
- Maintain organized filing systems for client records, vendor agreements, and internal documentation ensuring compliance with confidentiality standards.
- Assist with office management duties such as front desk reception, filing systems, and maintaining a professional environment conducive to productivity.
- Utilize technical tools like Microsoft Office Suite (Word, Excel), spreadsheets, and other office management software to optimize workflow efficiency.
Qualifications
- Proven experience in office management or administrative roles within the HVAC or plumbing industry is highly preferred.
- Demonstrated supervising experience with strong leadership skills to motivate and develop team members.
- Proficiency with QuickBooks or similar accounting software; solid bookkeeping and payroll knowledge.
- Excellent schedule management skills with the ability to prioritize tasks effectively in a fast-paced setting.
- Strong vendor management capabilities including contract negotiation and relationship building.
- Knowledge of human resources practices such as onboarding, confidentiality handling, and employee relations.
- Familiarity with financial software applications and general accounting principles; experience with budgeting is a plus.
- Exceptional communication skills—both verbal and written—and professional phone etiquette for client interactions.
- Organizational skills that ensure meticulous recordkeeping, filing accuracy, and efficient workflow processes.
- Technical proficiency in Microsoft Office applications (Word, Excel) along with office equipment operation such as multi-line phones and fax machines.
Must have a 5 year minimum of experience in a trade industry with dispatching, warranty & permitting, as well as knowledge in the CRM software Housecall pro.
Join us as our HVAC & Plumbing Office Operations Manager to lead our administrative excellence! Bring your energy-driven mindset, organizational prowess, and passion for operational success to create an empowering environment for our team while delivering outstanding service to our clients!
Pay: $26.00 - $30.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: Hybrid remote in Sarasota, FL 34240
