Office Manager

About Us

PS Cool Heat is a leading residential HVAC installation and service company serving the Greater Denver Metro Area. We specialize in heating, cooling, indoor air quality, water heating, and energy-efficient comfort solutions. Our commitment to exceptional customer service, quality workmanship, and operational excellence has fueled our continued growth. We are seeking a highly organized, detail-oriented, and proactive Office Manager to oversee daily administrative operations, support our technicians and customers, and help drive the success of our growing business.

Position Summary

The Office Manager plays a critical role in the day-to-day operations of PS Cool Heat. This position is responsible for coordinating office activities, scheduling and dispatching technicians, supporting customers, processing permits and rebate documentation, managing administrative functions, and ensuring efficient communication between customers, technicians, suppliers, and management. The ideal candidate thrives in a fast-paced environment, possesses strong organizational skills, and can effectively manage multiple priorities while maintaining exceptional customer service.

Responsibilities

• Manage daily office operations and workflow to ensure efficiency and organization
• Maintain customer records, job files, permits, warranties, and company documentation
• Support management with reporting, process improvements, and administrative projects
• Assist with hiring, onboarding, and employee documentation as needed
• Schedule service calls, maintenance visits, estimates, and installation appointments
• Coordinate technician dispatch and optimize daily schedules
• Monitor job progress and communicate schedule updates with customers and field staff
• Prioritize emergency service calls and adjust schedules as necessary
• Serve as a primary point of contact for customers via phone, email, and text
• Address customer inquiries and concerns professionally and efficiently
• Maintain a high level of customer satisfaction and follow up on unresolved issues
• Assist customers with financing, warranty questions, and rebate inquiries
• Process municipal permits and schedule required inspections
• Complete and submit Xcel Energy rebate applications and supporting documentation
• Track rebate status and communicate updates to customers
• Register HVAC equipment with manufacturers to secure extended warranty coverage
• Process and track manufacturer warranty claims and warranty parts
• Coordinate with suppliers and manufacturers regarding warranty approvals and replacements
• Assist with invoicing, payment processing, collections, and account reconciliation
• Support payroll administration and expense tracking
• Maintain accurate records and prepare reports for management
• Monitor accounts receivable and follow up on outstanding balances
• Monitor office and warehouse inventory levels
• Order office supplies, equipment, and materials as needed
• Coordinate with suppliers regarding equipment orders, deliveries, and returns
• Track warranty parts and special-order equipment

Qualifications

• Previous experience as an Office Manager, Administrative Manager, Dispatcher, or similar administrative role
• HVAC, plumbing, electrical, or home service industry experience preferred
• Strong organizational and multitasking skills with exceptional attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Strong customer service and problem-solving abilities
• Proficiency with Microsoft Office Suite
• Experience with QuickBooks, Housecall Pro, ServiceTitan, or similar field service software preferred
• Knowledge of permitting, rebate processing, and warranty administration is highly desirable
• Ability to work independently while supporting a collaborative team environment

Benefits & Compensation

• Competitive salary based on experience
• Medical, Dental, and Vision Insurance
• 401(k) Plan
• Paid Time Off (PTO)
• Paid Holidays
• Professional development and training opportunities
• Career advancement opportunities within a growing company

Why Join PS Cool Heat?

At PS Cool Heat, you'll be part of a company that values teamwork, integrity, and exceptional customer service. You'll play a key role in supporting our technicians, customers, and leadership team while helping build a company known for quality and professionalism throughout Colorado. If you're organized, customer-focused, and ready to grow with a rapidly expanding HVAC company, we'd love to hear from you.