Office Manager – HVAC Company
Job Type: Full-Time
Reports To: Owner/General Manager
Location: In person in Cataumet, MA
Starting rate: $25/hour Full time 40 hours per week
Position Overview
We are seeking a highly organized, dependable, and customer-focused Office Manager to oversee the daily administrative operations of our HVAC company. This role is responsible for keeping the office running efficiently, coordinating schedules with field technicians, communicating with customers, managing paperwork and invoices, and supporting the overall success of the business.
The ideal candidate is an excellent communicator who can multitask, stay calm in a fast-paced environment, and take ownership of problems from start to finish. Experience in HVAC, plumbing, electrical, construction, or another service-based industry is preferred.
Key Responsibilities
- Manage daily office operations and administrative tasks
- Answer phones, respond to customer inquiries, and provide excellent customer service
- Schedule service calls, maintenance appointments, installations, and follow-up visits
- Coordinate technician schedules and communicate job details and updates
- Create and maintain customer accounts, service records, and job documentation
- Prepare estimates, invoices, and other necessary paperwork
- Follow up on outstanding invoices and customer payments
- Process payments and maintain accurate financial records
- Communicate with customers regarding appointment times, pricing, service updates, and follow-ups
- Track warranties, permits, and other required documentation
- Handle customer complaints and service issues professionally and work toward timely resolutions
- Assist management with reporting, bookkeeping, and other administrative responsibilities
- Help ensure company policies, procedures, and customer service standards are consistently followed
- Support the owner and management team with special projects as needed
Qualifications
- Previous office management or administrative experience
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills
- Strong customer service skills
- Comfortable working with computers, email, scheduling software, and Microsoft Office/Google Workspace
- Ability to learn and use HVAC/service-management software HOUSECALL PROS
- Strong attention to detail and accuracy
- Ability to prioritize tasks and meet deadlines
- Professional, dependable, and positive attitude
- Ability to work independently while also supporting a team
- Previous experience in an HVAC or home-service business is a strong plus
Preferred Experience
- HVAC, plumbing, electrical, construction, or other field-service experience
- Dispatching or technician scheduling with knowledge of local areas
- QuickBooks or similar accounting software
- ServiceTitan, Housecall Pro, Jobber, or similar field-service software
- Accounts receivable/payables
What We’re Looking For
The right person will be someone who takes ownership, communicates clearly, stays organized, and genuinely cares about our customers and team. This position is an important part of keeping our technicians productive and our customers satisfied.
Compensation & Benefits
- Competitive hourly or salary compensation
- Paid time off, paid holidays
- Retirement plan, if applicable
- Health insurance and/or other benefits, if applicable
Pay: From $25.00 per hour
Benefits:
- 401(k)
- Health insurance
- Paid time off
Work Location: In person
