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Office Manager for HVAC Company

Fully onsite

Position Overview

This is a hands-on, on-site role that requires strong organization, accuracy, and the ability to multitask in a fast-moving service environment. The Office Administration Manager will manage important accounting tasks within QuickBooks Desktop, handle regular batching from ServiceTitan, support select on-site onboarding functions, and oversee general administrative duties. This is a hands-on, on-site role that requires strong organization, accuracy, and the ability to multitask in a fast-moving service environment.

Key Responsibilities

Human Resources & Employee Support

• Coordinate the on-site portions of employee onboarding and offboarding, including:
• Setting up and distributing key fobs, badges, and uniforms.
• Collecting in-person paperwork.
• Assisting new employees with office setup and physical resources.
• Collaborate with the remote HR/onboarding team to ensure a seamless onboarding/offboarding experience.
• Support 401(k) plan administration, including communication with the TPA.
• Maintain accurate and compliant personnel files and HR documentation stored on-site.

Office Administration

• Serve as a central administrative resource for daily office operations.
• Maintain well-organized digital and physical filing systems.
• Assist leadership and operations teams with administrative tasks and documentation needs.
• Facilitate clear communication flow between field technicians, office personnel, and management.
• Provide general support to ensure a smooth and efficient office environment.

Accounting & Financial Support

• Set up all new HVAC and electrical install projects in QuickBooks Desktop, including job costing and proper project structure.
• Support and maintain inventory accuracy, including adjustments and reconciliation in QuickBooks Desktop.
• Manage regular batching from ServiceTitan to QuickBooks Desktop, ensuring clean, timely, and accurate financial transfers.
• Review and approve final payroll in ADP (working alongside the payroll administrator).
• Process occasional customer refunds with complete documentation.
• Receive, organize, and route all incoming mail, invoices, bills, and financial documents.
• File all Sales & Use Tax submissions.
• Assist with compiling documents, reconciling internal records, and supporting the outside CFO team.
• Prepare and submit property tax payments and manage tag renewals for all company vehicles.
• Provide the external CFO team with internal reports, records, and documentation as needed.

Qualifications

Required:

• Strong administrative experience, working with employees, MS Office
• Strong, hands-on experience with QuickBooks Desktop (not just Online).
• Experience batching or syncing financial data between ServiceTitan and QuickBooks Desktop.
• 3+ years of accounting or bookkeeping experience.
• Experience using ADP or similar payroll systems.
• Excellent attention to detail, organization, and follow-through.
• Ability to manage sensitive information with confidentiality.
• Strong communication and problem-solving skills.

Preferred:

• Daily operational experience with ServiceTitan (billing, invoicing, reporting, job management, or inventory).
• HR administrative experience, particularly with in-person onboarding tasks.
• Experience supporting inventory processes in a trades or service-based business.
• Understanding of 401(k) administration and working with TPAs.

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