What are the responsibilities and job description for the Office Manager position at Atkins Inc.?
Office Administrator – HVAC Services
The Office Administrator plays a critical role in supporting the daily operations of a fast-paced HVAC service company. This position ensures efficient coordination between customers, technicians, and internal teams while delivering excellent customer service and keeping office processes running smoothly. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a service-driven environment.
Key Responsibilities
- Serve as a primary point of contact for customers by answering incoming calls, scheduling service appointments, and dispatching HVAC technicians efficiently
- Coordinate daily service schedules, ensuring timely communication between technicians, customers, and management
- Communicate updates, policy changes, and important information from leadership to office staff and field technicians
- Provide exceptional customer service by addressing inquiries, resolving complaints, and ensuring issues are handled promptly and professionally
- Track and document customer interactions, service history, and account updates in company systems
- Prepare and send invoices, process payments, and monitor outstanding balances to ensure timely collection
- Respond to client questions regarding billing, services, and account status
- Maintain and manage purchase order (PO) tracking for service and project work
- Support office operations by organizing documentation, maintaining records, and assisting leadership as needed
- Help implement process improvements and team incentives to enhance productivity and efficiency
Qualifications
- 2 years of administrative, dispatching, or office support experience (HVAC or service industry experience preferred)
- Strong organizational and time-management skills with high attention to detail
- Ability to multitask and adapt in a fast-paced, service-oriented environment
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office (Outlook, Word, Excel); experience with service management software (e.g., ServiceTitan, Housecall Pro) is a plus
- Strong customer service skills with a professional and friendly demeanor
- Ability to maintain confidentiality and exercise sound judgment
Pay: $20.00 - $23.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Accounts receivable: 1 year (Required)
Work Location: In person
Salary : $20 - $23