Job Description

Job Description

Job Description

This is a vital, hands-on position requiring a blend of administrative, accounting, and customer service skills. The Assistant Office Manager is responsible for keeping the office running smoothly, managing financials, and coordinating our field team. Our ideal person has previous experience in HVAC or another service related industry like Plumbing, Electrical, etc

Key Responsibilities

Financial & Accounting Management

• Perform all aspects of daily bookkeeping and financial record-keeping using QuickBooks .
• Process and manage Accounts Payable (AP) and Accounts Receivable (AR) , ensuring timely payment of invoices and collections.
• Prepare and generate customer invoices accurately and promptly following service completion.
• Manage receipts and expenses.

Scheduling & Field Support

• Assist in managing the daily and weekly service schedule for all field service technicians.
• Communicate scheduling updates, job details, and dispatch information clearly and quickly to field service technicians .
• Track technician location and job status to ensure efficiency and adherence to timelines.
• Call and schedule all customer preventative maintenance needs and keep that schedule full in Spring and Fall. 

Customer Service & Administration

• Act as the primary point of contact, answering incoming customer calls with a professional and friendly demeanor.
• Book, confirm, and modify service appointments and estimates as needed.
• Manage general office supplies, filing, and administrative tasks and keep the office order.
• Maintain accurate customer and vendor records.

Qualifications

• Proven experience as an office manager, bookkeeper, or administrative assistant, preferably within a service-based industry - HVAC is a HUGE plus.
• REQUIRED: Strong proficiency and working experience with QuickBooks .
• Microsoft office experience & proficiency is also required. 
• Demonstrable experience with invoicing, AP/AR, and processing payments.
• Excellent organizational skills with a strong attention to detail.
• Exceptional customer service and verbal communication skills.

Benefits - 

• Life Insurance
• Paid vacation
• Paid Holidays
• Generous Christmas Bonuses
• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.

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