Office Operations Manager

RESPONSIBILITIES:

Financial Responsibilities

• Supervise payroll processing, PTO tracking, and timesheet reporting.
• Supervise to ensure accurate and timely filing of union reports, certified payroll, and workforce utilization reports.
• Oversee daily billing operations, ensuring timely invoice submission and resolution of billing queues.
• Direct and coordinate account receivables efforts to maximize departmental efficiency and increase cash flow.
• Ensure timely processing of service billing, credits, and adjustments.
• Work with corporate collection team in resolving payment delays and cash application issues.
• Manage petty cash account.
• Ensure budget compliance for office purchases.
  
  

Operational Responsibilities

• Oversee purchasing processes including PO creation and invoice submission.
• Ensure timely and accurate processing of payables.
• Coordinate with vendors and internal departments to resolve discrepancies.
• Maintain a favorable working relationship with all other company employees to foster and promote a cooperative and harmonious working climate.
  
  

Administrative Responsibilities

• Manage office supplies, mail distribution, and local payment forwarding.
• Coordinate meetings, travel, and events.
• Manage phone systems and ensure proper engagement of answering services.
• Respond to customer statement requests and collection inquiries.
• Review performance reports and goal achievement metrics.
• Ensure proper documentation and recordkeeping across departments.
  
  

Leadership Responsibilities

• Review performance, measure productivity and goal achievement to determine areas needing improvement.
• Manage staff, prepare work schedules, and assign specific duties.
• Establish and implement departmental policies, goals, and procedures.
• Maintain favorable working relationships to promote morale and productivity.
• Perform supervisory functions to manage personnel effectively.
  
  

MINIMUM AND/OR PREFERRED QUALIFICATIONS:

EDUCATION:

• Bachelor’s Degree or equivalent work experience in the HVAC/Construction field required.
• High School Diploma required
• 5 years’ experience in HVAC. 10 years’ experience preferred.
  
  

CERTIFICATES, LICENSES, REGISTRATIONS:

• n/a
  
  

SKILL REQUIREMENTS:

• Strategic Thinking: Ability to align departmental goals with broader organizational objectives and drive long-term success.
• Leadership: Proven ability to lead, mentor, and develop high-performing teams while fostering a positive work culture.
• Operational Excellence: Strong understanding of business operations with a focus on continuous improvement and efficiency.
• Decision-Making: Skilled in evaluating complex information and making sound, timely decisions.
• Communication: Excellent written and verbal communication skills to effectively convey information across all levels of the organization.
• Customer Focus: Commitment to delivering high-quality service and maintaining strong client relationships.
• Problem Solving: Analytical mindset with the ability to identify issues and implement effective solutions.
• Collaboration: Strong interpersonal skills and ability to work cross-functionally to achieve shared goals.
  
  

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  
  

WORK ENVIRONMENT:

This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time.

REASONABLE ACCOMODATION:

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employees understand the above job description and agree to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities. Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation.