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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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