Office Manager

About the Role:

The Office Manager in our HVAC/Plumbing company plays a pivotal role in ensuring the smooth and efficient operation of daily office activities. This position is responsible for overseeing administrative functions, managing the dispatch board, accounts receivable and CSR related issues. The Office Manager will coordinate appointment scheduling and records management to support project timelines and team productivity. By streamlining office processes and facilitating communication between departments, this role directly contributes to the overall success and organization of the company. The ideal candidate will be a proactive problem solver who thrives in a dynamic environment and supports the operational backbone of our HVAC/Plumbing projects.

Minimum Qualifications:

• Proven experience in office management or administrative roles within the HVAC/Plumbing industry or a related field.
• Experience using HVAC software.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Excellent communication skills, both written and verbal.

Preferred Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Accounting, or a related discipline.
• Prior experience working in a construction company or related industry.
• Familiarity with construction project management software and tools.
• Advanced proficiency in Microsoft Office Suite, especially Excel and Outlook.
• Certification in office management.

Responsibilities:

• Manage day-to-day office operations including general office duties and administration tasks.
• Oversee accounts receivable processes, ensuring timely and accurate payment of invoices.
• Coordinate appointment scheduling and manage calendars for project managers and executives.
• Organize and maintain company records, ensuring compliance with regulatory and company standards.
• Serve as the primary point of contact for office-related inquiries and vendor communications.
• Support the team by facilitating efficient office workflows and resource allocation.
• Onboard new employees

Skills:

The required skills such as office management and general office duties are essential for maintaining a well-organized and efficient workplace, enabling smooth daily operations.  Appointment scheduling (dispatching) and records management skills help coordinate team activities and maintain critical documentation, which supports project timelines and regulatory requirements. Preferred skills like advanced software proficiency and industry-specific knowledge enhance the ability to integrate office functions with HVAC/Plumbing project demands, improving overall operational efficiency.