Administrative Services Manager

About the role

Come work for leaders who respect your operational hustle. Build a career running the show with a team that actually invests in you. At Aire Serv of Northeast Ohio, we’ve built a workplace rooted in transparent leadership, clear expectations, real advancement opportunities, and a commitment to doing things right. We are looking for an operational powerhouse—an experienced, highly organized, and multi-talented Administrative Services Manager to keep our growing HVAC business running like a well-oiled machine. And the best part? You won't just be a number behind a desk. You will be the operational heartbeat of our Orrville location, bridging the gap between our customers, technicians, and suppliers with the authority to drive our daily success.

Responsibilities

• Run Central Dispatch: Answer calls, schedule service, and optimize daily routes for our 4 technicians.
• Monitor and audit AI-generated dispatching to guarantee peak efficiency.
• Coordinate Complete Installs: Confirm install dates, prep comprehensive technician packets, pull local permits, and schedule inspections.
• Handle the post-install wrap-up: register warranties, process final payments, and send out customer thank-you cards.
• Manage the Money (AR/AP): Process customer and vendor payments
• Drive Payroll & HR: Track tech hours and revenue to calculate bonuses and commissions for weekly Wednesday payroll.
• Handle all HR administration, including onboarding/offboarding checklists and benefit enrollments.
• Own Inventory & Assets: Order parts and install equipment, verify receiving against POs, and scan packing slips into ServiceTitan for precise job costing.
• Manage fleet repair schedules, track annual tool calibrations, and handle AHS work orders.

Requirements

• Proven track record in an Office Manager, Department Manager (if larger firm), or Service Dispatch role. (Experience in Home Services like HVAC, plumbing, or electrical is a massive advantage).
• Strong command of data entry and invoice reconciliation with experience in QuickBooks proficiency in home services CRM software like ServiceTitan (highly preferred).
• Experience handling AR/AP and payroll processing.

Skills

• Exceptional multi-tasker who can pivot seamlessly between a dispatch emergency and focused, heads-down accounting tasks.
• Top-tier customer service and communication skills to keep our clients happy and our field crew aligned.

Benefits

• Health, dental, and vision insurance after 90 days
• Paid time off (PTO)