Office Manager

About the Role:

The Office Manager at MAC Heating and Air, located in Brevard, NC, plays a pivotal role in ensuring the smooth and efficient operation of the office environment. This position is responsible for overseeing daily administrative functions, managing financial processes, and maintaining accurate records to support business activities. The Office Manager will coordinate appointment scheduling and facilitate communication between departments to optimize workflow and enhance productivity. By implementing effective office management practices, this role contributes directly to the overall organizational success and customer satisfaction. The ideal candidate will be a proactive problem solver who can balance multiple priorities while fostering a positive and organized workplace culture.

The ideal candidate will have 5 years in an accounting role.

Minimum Qualifications:

• Proven experience in office management or a related administrative role.
• Proficiency in Service Titan is a huge plus!
• Strong knowledge of accounts payable processes and financial record keeping.
• Excellent organizational and multitasking abilities.
• Effective communication skills and the ability to work collaboratively in a team environment.

Preferred Qualifications:

• Experience working in the HVAC or related service industry.
• Familiarity with advanced office software and scheduling tools.
• Prior experience managing office operations in a small to medium-sized business.

Responsibilities:

• Manage and oversee all general office duties including correspondence, mail, filing, and records management to maintain an organized and efficient office environment. On site HR needs as well (Onboarding etc)
• Handle receiving vendor invoices to jobs by allocating charges to jobs or departments, batching and exporting vendor invoices and customer payments to accounting software.
• Coordinate appointment scheduling and manage calendars to support operational needs and optimize staff availability.
• Coordinate with accounting team to support reconciliation, manage banking and operational financial matters.
• Serve as the primary point of contact for office-related inquiries and provide administrative support to various departments as needed.
• Prepare payroll information for the payroll administrator
• Oversee equipment registration, rebate processing, job closeouts.

Skills:

The required skills such as office management and general office duties are essential for maintaining a well-organized and productive workplace, ensuring that daily operations run smoothly. Proficiency in accounts receivable, ap, and Service Titan enables the Office Manager to accurately manage financial transactions and maintain up-to-date records, which are critical for budgeting and financial reporting. Appointment scheduling skills are used daily to coordinate meetings and service calls, optimizing time management for the team. Records management ensures that all documentation is properly stored and easily accessible, supporting compliance and operational needs. Preferred skills like familiarity with industry-specific software and process improvement techniques further enhance the Office Manager's ability to streamline workflows and contribute to the company’s growth.

Join us if you'd like to be part of a team that treats you like family/ We have the best PTO and benefit package around as well as competitive pay & a 10% targeted annual bonus!