Business Systems & Administration Manager

Pyramid Heating & Cooling is a small HVAC operation with a primary focus on existing residential home HVAC system replacement and service and has expanded into small commercial markets. We withstood the largest downturn in the economy with no layoffs and increased employee benefits.

What We Offer

• Employer-paid medical insurance
• $125/month employer contribution to HSA
• 80 hours of PTO
• 6 paid holidays
• 8 paid hours of community service
• Parking/transit passes
• 401k with 2% match/employee match of at least 5%
  
  

Work Hours: Monday - Friday, 8:00 am - 5:00 pm with 1 hour lunch

Department: Executive

Work Hours: Standard company hours are Monday through Friday, 7:00 AM to 5:00 PM.

As a member of the management team, the Business Systems & Administration

Manager is expected to maintain availability during business hours and

demonstrate flexibility to respond to operational needs, system issues, or urgent

matters outside of standard hours as necessary.

FLSA Status: Exempt

Position Summary: The Business Systems & Administration Manager is responsible for overseeing

The Company's Business Systems, Administrative Functions, And Process

documentation. This role manages IT systems integration, including

ServiceTitan, ADP, Microsoft 365, and other technology platforms, and ensures

data accuracy, security, and operational efficiency across the organization.

The position also manages HR administration, vendor and insurance

relationships, and legal coordination, while developing and maintaining standard

operating procedures, workflow documentation, and desk procedures. The role

Ensures Compliance With Internal Policies, Regulatory Requirements, And Company

standards, supporting consistent and scalable operations.

Reports To: General Manager

Required Qualifications

• 5 years of experience in business operations, systems administration, or HR/IT management (experience in HVAC, construction, or similar industries preferred).
• Strong knowledge and hands-on experience with ServiceTitan, ADP, and Microsoft 365.
• Proven experience managing systems integration and process documentation initiatives.
• Strong organizational, analytical, and communication skills.
• Ability to balance strategic leadership with hands-on problem-solving.
  
  

Preferred Qualifications

• Bachelor's degree in Business Administration, Information Systems, or a related field.
• Experience developing and maintaining standard operating procedures and workflow documentation across departments.
• Knowledge of vendor management, insurance policies, and regulatory compliance.
• Familiarity with CRM, accounting, and phone system integrations.
  
  

Key Competencies for Success

• Systems & Technology Integration
• Process & Workflow Optimization
• Data Accuracy & Compliance
• Project & Change Management
• Vendor & Insurance Oversight
• Cross-Department Collaboration
• Problem Solving & Issue Resolution
• Training & Staff Adoption
• Analytical & Strategic Thinking
  
  

Key Responsibilities

Systems & Technology Integration

• Lead IT systems integration across all company platforms (ServiceTitan, ADP, Microsoft 365, CRM, accounting, phone systems).
• Identify opportunities for automation and improved data flow between systems.
• Serve as the primary administrator for ServiceTitan, ADP, and related applications.
• Manage software licensing, renewals, and user access.
• Partner with IT vendors to ensure cybersecurity, uptime, and system reliability.
  
  

Process, Procedure & Workflow Documentation

• Develop, maintain, and update desk procedures, process maps, and workflow documentation across departments.
• Standardize and enforce company procedures to ensure accuracy and continuity.
• Collaborate with department heads to train staff on updated workflows and ensure adoption.
• Maintain version-controlled, easily accessible documentation reviewed at least annually.
  
  

Human Resources Administration

• Manage onboarding/offboarding and personnel data within ADP.
• Oversee benefits enrollment, policy acknowledgments, and compliance tracking.
• Support leadership in HR documentation, employee relations, and compliance with federal and state laws.
  
  

Vendor, Insurance & Compliance

• Oversee vendor contracts, agreements, and certificates of insurance.
• Manage all company insurance policies (general liability, auto, workers' compensation, property, etc.).
• Handle renewals, audits, and claims coordination with brokers and carriers.
• Maintain company compliance with all regulatory and contractual obligations.
  
  

Legal & Administrative Oversight

• Coordinate with external legal counsel for contract, compliance, and insurance matters.
• Maintain secure, organized systems for legal and administrative records.
• Ensure consistent application of company policies and documentation standards.
  
  

Sales & Cross-Departmental Support

• Provide administrative and systems support to the sales department as needed (pricing, proposals, documentation).
• Partner with leadership to improve internal communication and process flow across teams.
• Support strategic projects that enhance company efficiency and data transparency.
  
  

Physical Demands And Work Environment

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

Physical Demands

The position is primarily office-based and can be performed fully remotely. Typical activities include sitting, standing, and using hands to operate computers and office equipment for extended periods. Occasional travel to company offices or job sites may be required, which could involve walking, climbing stairs, or navigating standard office and construction environments. The role may occasionally require lifting or moving objects up to 25 pounds.

Work Environment

This position is primarily remote and can be performed from a home office or other suitable remote location. The employee will frequently use computers, phones, and other office equipment. Occasional visits to company offices or job sites may be required, which could expose them to varying noise levels and standard construction or office environments. During these visits, personal protective equipment (PPE) must be worn in accordance with company safety protocols. Noise levels are generally quiet in the remote work environment.