Office Manager

Position Summary

We are seeking a dynamic and highly organized Office Manager to oversee daily administrative operations and ensure the smooth functioning of our office environment. In addition to general office administration, this role is responsible for inventory and warehouse receiving, accounts payable, warranty and rebate claims, and install invoicing, while supporting the other managers with scheduling, estimates, and job write-ups. The ideal candidate brings strong organizational skills, technical proficiency, and a proactive attitude to keep the office, warehouse, and support functions running smoothly.

Key Responsibilities

General Office Administration

• Manage office operations including supply procurement, equipment maintenance, and facility upkeep to create an efficient work environment
• Oversee front desk activities such as greeting visitors, answering phones, and directing calls with professionalism and courtesy
• Maintain accurate data entry records, organize files, and ensure proper filing systems are in place for easy retrieval of information
• Support client communication by managing correspondence, proofreading documents, and providing excellent customer service
• Assist with clerical tasks including typing reports, preparing spreadsheets, managing email communications, and other general administrative duties

Inventory Management

• Receive and process incoming freight and shipments
• Maintain and manage the purchase order (PO) book
• Place and track stock orders to maintain adequate inventory levels
• Put away incoming freight and organize warehouse/stock areas
• Maintain an accurate equipment serial number log for all units received and installed

Invoicing & Accounts Payable

• Prepare and process installation invoicing
• Manage accounts payable, including reviewing and processing vendor invoices for payment

Product Registration & Claims

• Complete product registration for installed equipment per manufacturer requirements
• Prepare and submit warranty claims
• Prepare and submit SPIFs and rebate claims

Installation Manager Support

• Prepare package estimates for installation jobs
• Schedule and coordinate appointments for the Install Manager
• Prepare job write-ups to support the install process

Qualifications & Skills

• Previous office management or administrative experience preferred, ideally in HVAC, construction, or a related trade industry
• Prior experience with inventory management and/or accounts payable is a plus
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general computer literacy
• Experience with QuickBooks for financial record-keeping
• Strong organizational skills with the ability to prioritize tasks and manage time effectively
• Exceptional phone etiquette and experience handling multi-line phone systems
• Strong written and verbal communication skills, with attention to detail in data entry and filing
• Ability to lift and move stock/equipment as needed for freight receiving
• Ability to thrive in a fast-paced environment while managing competing priorities

Preferred Skills

• Familiarity with field service management (FSM) software such as ServiceTitan, FieldEdge, or Housecall Pro
• Basic understanding of HVAC/trade terminology, equipment types, and manufacturer warranty structures
• Awareness of local permitting and licensing requirements for the trade
• Comfort reconciling accounts and spotting discrepancies in vendor invoices, freight counts, or rebate submissions, not just entering data
• Basic understanding of job costing (labor, materials, and margin) as it relates to install invoicing and package estimates
• Familiarity with payroll processing
• Understanding of dispatch/scheduling logic, including balancing technician availability, drive time, and job urgency
• Experience managing vendor relationships, including chasing backorders and tracking warranty claim status with manufacturers
• Customer service and de-escalation skills for handling billing or warranty disputes
• Ability to document simple processes/SOPs as institutional knowledge is centralized into this role
• Intermediate Excel skills (e.g., pivot tables, basic formulas) for tracking inventory, rebate status, or AP aging
• Discretion in handling confidential information such as payroll and HR matters

How to Be Successful in This Role

This role sits at the center of several departments — dispatch, install, purchasing, and accounting — so success here depends on more than completing individual tasks well.

• Own the follow-through: warranty claims, rebates, and vendor issues often take weeks to resolve. Track open items so nothing falls through the cracks.
• Keep systems in sync: inventory logs, QuickBooks, and our CRM/FSM system should always tell the same story. Reconcile regularly rather than waiting for something to break.
• Communicate proactively: flag freight delays, stock shortages, or invoicing issues before they become problems for the Install Manager or techs in the field.
• Build vendor relationships: a good rapport with suppliers and manufacturer reps speeds up backorders, warranty approvals, and rebate processing.
• Document as you go: since many of these responsibilities are being centralized into one role, writing down how you handle recurring tasks protects the business and makes it easier to train a backup.
• Protect confidentiality: payroll and personnel matters that come through this role should stay strictly between you and leadership.
• Think like an owner: look for small inefficiencies in how freight, invoicing, or claims are handled, and suggest improvements rather than just maintaining the status quo.

Reports To

General Manager - Justin Baum

Pay: $22.00 - $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $22 - $28