OFFICE MANAGER - HVAC/R SERVICE COMPANY

About the role

Reed Restaurant Repair is a growing commercial service company serving restaurants and hospitality businesses throughout the Denver metro area. We specialize in commercial HVAC/R, refrigeration, cooking equipment, ice machines, and restaurant facility service. We are seeking an experienced, assertive, and highly organized Office Manager to oversee day-to-day office operations.

Responsibilities

• Oversee the day-to-day office and supervise Dispatch/Scheduling, Calls Coordination, Parts & Quoting, AP, and AR.

• Set expectations, delegate responsibilities, coach employees, follow up on deadlines, and address issues when expectations are not being met.

• Keep communication flowing between the office, field, and Ownership while making sure important tasks don't fall through the cracks.

• Own the hiring process for office and field positions, including job postings, applicant screening, interviews, reference checks, offers, and onboarding.

• Coordinate employee check-ins and performance reviews. Gather feedback from direct managers, prepare review information, schedule and facilitate reviews, and ensure follow-up items are completed.

• Work with Ownership and direct managers to assess appropriate raises and implement approved compensation changes. Maintain organized and accurate employee records and required documentation.

• Own payroll from beginning to end, including reviewing timekeeping, verifying accuracy, processing payroll, and resolving discrepancies.

• Manage medical, dental, vision, retirement, PTO, and other employee benefit administration, including enrollments, changes, terminations, and annual renewals.

• Serve as the primary office contact for employee questions regarding payroll, benefits, PTO, and company policies.

• Perform regular bank reconciliations in QuickBooks and help ensure company financial records are accurate and current.

• Oversee AP and AR processes and ensure company deadlines for quotes, invoices, work-order completion, collections, and customer follow-up are consistently met.

• Work closely with Dispatch and Field Managers to keep technicians productive, schedules organized, customers informed, and field operations moving.

• Maintain strong communication between office and field teams and address recurring issues by improving the process—not just solving the same problem repeatedly.

• Work with Field Managers to maintain shop and bay inventory logs, stock counts, parts accountability, and returns.

• Coordinate and run quarterly technician van inventory meetings and ensure inventory procedures are followed.

• Lead the implementation of our new field service management software, beginning within your first six weeks. Coordinate workflows, training, process transitions, and employee adoption while continuing to identify opportunities to improve office efficiency and accountability.

• Handle higher-level customer and operational issues that require management involvement. Resolve what can be handled at the office level and keep Ownership informed of significant staffing, financial, operational, or customer concerns.

• Help create a strong connection between our office and field teams. Plan company get-togethers, holiday parties, meetings, and employee events while helping maintain a positive, professional, and accountable workplace.

Requirements

• Trade-service experience: Previous experience in HVAC/R, refrigeration, mechanical, plumbing, electrical, construction, commercial facilities, or another field-service/trade environment is strongly preferred.

• Leadership: Experience supervising employees, delegating responsibilities, coaching staff, having difficult conversations, and holding a team accountable.

• QuickBooks & Financial Skills: Strong hands-on QuickBooks experience, including bank reconciliations. Experience with AP/AR and financial processes is important.

• HR & Payroll: Experience with payroll, benefits administration, hiring, onboarding, employee records, and performance reviews is strongly preferred.

• Organization: You can manage multiple priorities and deadlines without losing track of the details or assuming something is complete simply because it was delegated.

• Technology: Strong working knowledge of Google Workspace and the ability to learn new systems quickly. Field service software, CRM, ERP, dispatch software, or software implementation experience is a plus.

Qualifications

• High school diploma or equivalent.

• Experience in a similar role or related field.

• Strong organizational skills and attention to detail.

• Ability to work independently and manage multiple tasks simultaneously.

• Excellent communication and interpersonal skills.

• Proficiency in Microsoft Office Suite.

Skills

• QuickBooks and financial management.

• Hiring and onboarding processes.

• Payroll and benefits administration.

• Inventory management and control.

• Field service software implementation.

• Customer and operational escalation handling.

• Team leadership and supervision.

Benefits

• Medical, Dental & Vision Insurance

• 401(k) Retirement Plan

• Paid Company Holidays

• Accrued PTO

Pay

$65,000 - $85,000 per year, based on experience.

Schedule

Full-time, Monday-Friday, daytime hours. No regular weekends.