Office Manager

Key Responsibilities

• Payroll & Financial Administration
• Review payroll each Monday prior to processing.
• Prepare and submit monthly employee spiff information for payroll.
• Complete required information for adding new employees to ADP.
• Process Synchrony Financial transactions.
• Process customer check refunds through Sage.
• Create adjustment invoices and/or customer refunds for billing adjustments in Service Titan.
• Handle designated New Construction billing responsibilities.
• Review invoices for accuracy and verify required materials are included prior to batching.
• HVAC Office & Operational Support
• Register newly installed HVAC equipment for extended parts warranties.
• Pull required mechanical and electrical permits.
• Clock in and out technicians for scheduled inspections.
• Order and maintain necessary office supplies.
• Absorb day-to-day operational needs from service technicians, installers, and CSRs.
• Help answer incoming phone calls and schedule service calls when additional office support is needed.
• Set up tablets and computers for new and existing employees.
• Customer Service
• Assist with escalated customer concerns.
• Resolve customer complaints involving service issues, billing, or payments.
• Work with customers and internal team members to reach appropriate resolutions.
• Maintain professional communication and provide a high level of customer service.
• Employee & New-Hire Support
• Schedule required drug testing for new employees.
• Absorb administrative onboarding activities.
• Help ensure employees have the technology and resources needed to perform their jobs.

What We're Looking For

• Previous office management or administrative leadership experience.
• Strong organizational and multitasking skills.
• Comfortable working with payroll, billing, invoices, and customer accounts.
• Strong computer and technology skills.
• Ability to learn and work within multiple software systems.
• Excellent customer service and problem-solving abilities.
• Comfortable communicating with technicians, installers, CSRs, customers, and management.
• Able to handle confidential employee and financial information appropriately.
• Ability to remain organized and responsive in a busy office environment.
• Strong attention to detail and follow-through.
• Experience with Service Titan, Sage, and ADP is highly desirable.