Office manager

Job Title: Heating and Air Conditioning Office Manager** **Job Summary:** The Heating and Air Conditioning (HVAC) Office Manager oversees the administrative functions of the HVAC company, ensuring efficient operations and excellent customer service. This role involves managing office staff, coordinating schedules, handling customer inquiries, and supporting the overall functioning of the HVAC business. **Responsibilities:** 1. **Administrative Management:** – Oversee daily office operations, including managing incoming calls, emails, and correspondence. – Maintain office supplies inventory and ensure necessary equipment is operational. – Coordinate with vendors and suppliers for office needs. 2. **Staff Supervision:** – Hire, train, and supervise office staff, including administrative assistants and receptionists. – Schedule and assign tasks to office personnel, ensuring timely completion. – Provide guidance and support to staff members as needed. 3. **Customer Service:** – Serve as the primary point of contact for customer inquiries and concerns. – Coordinate service calls and appointments with HVAC technicians. – Address customer complaints and ensure timely resolution. 4. **Billing and Accounts Receivable:** – Manage invoicing processes and accounts receivable. – Ensure accurate billing and timely collection of payments. – Coordinate with accounting department for financial reporting and reconciliation. 5. **Scheduling and Dispatch:** – Schedule HVAC service appointments and installations based on technician availability and customer needs. – Coordinate dispatch of technicians to job sites, optimizing efficiency and minimizing travel time. 6. **Quality Assurance:** – Maintain records of customer interactions and service history for reference. – Monitor service quality and customer satisfaction, implementing improvements as needed. – Conduct periodic reviews of office procedures to identify areas for optimization. 7. **Compliance and Documentation:** – Ensure compliance with relevant regulations and industry standards. – Maintain accurate records and documentation related to permits, licenses, and certifications. – Assist with preparation for audits and inspections as required. **Qualifications:** – Previous experience in office management or administrative role, preferably in the HVAC or related industry. – Strong organizational and multitasking skills, with the ability to prioritize tasks effectively. – Excellent communication and interpersonal abilities. – Proficiency in Microsoft Office Suite and other relevant software applications. – Knowledge of HVAC terminology and industry practices is a plus. – Attention to detail and commitment to providing exceptional customer service. – Ability to work independently and collaboratively in a fast-paced environment. **Education:** – High school diploma or equivalent required. – Additional education or training in business administration or related field preferred.