HVAC Office Manager

HVAC Office Manager K & P Heating & Cooling Inc. Malden, MA Job Details Full-time $20 - $28 an hour 1 day ago Benefits Health insurance Paid time off Flexible schedule Qualifications Employee onboarding Communication with suppliers Staff supervision Team supervision Managing budgets in an accounting role Filing Administrative experience Team development Employee data management Documentation tools Managing budgets in a finance role Financial records management Attention to detail Financial record maintenance Vendor relationship management QuickBooks Organizational skills Contracts Negotiating purchasing contracts Vendor contract management Multi-line phone systems Productivity software Community relationship building Supplier relationship management (SRM) Onboarding process management Physical document handling Team motivation (leadership skill) Employee record maintenance Accounting support Payroll record maintenance Full Job Description Job Summary We are seeking a dynamic and highly organized HVAC Office Manager to lead our administrative operations and support our HVAC service team. This energetic professional will oversee daily office functions, coordinate scheduling, manage vendor relationships, and ensure smooth communication across departments. The ideal candidate will bring a proactive attitude, excellent organizational skills, and a passion for creating efficient workflows that keep our HVAC operations running seamlessly. This role offers an exciting opportunity to contribute to a growing company dedicated to delivering top-tier heating, ventilation, and air conditioning services. Duties Manage all office administrative functions, including filing, record keeping, and clerical tasks to maintain an organized workspace Oversee scheduling of service appointments, technician dispatches, and client meetings using calendar management tools Supervise office staff and coordinate training & development initiatives to foster a motivated team environment Handle vendor management by sourcing supplies, negotiating contracts, and maintaining positive relationships with suppliers Utilize QuickBooks for bookkeeping, invoicing, payroll processing, and financial record reconciliation Manage human resources tasks such as onboarding new employees, maintaining employee records, and supporting payroll processes Oversee front desk operations including multi-line phone systems, phone etiquette, and providing exceptional customer service Support event planning activities for company meetings or community outreach initiatives Ensure compliance with office policies and procedures while maintaining effective communication across departments Requirements Proven experience in office management or administrative roles within the HVAC or related service industries Supervising experience with the ability to lead and develop a team effectively Strong proficiency in QuickBooks for bookkeeping and payroll management Excellent schedule management skills with the ability to prioritize tasks efficiently Vendor management experience to negotiate contracts and maintain supplier relationships Knowledge of human resources practices including onboarding, employee records, and payroll processing Familiarity with office software such as Microsoft Office Suite; experience with multi-line phone systems preferred Exceptional communication skills combined with organizational prowess to handle multiple responsibilities simultaneously Experience in medical office management or similar environments is a plus but not required Demonstrated ability to manage budgets and perform basic bookkeeping duties accurately Strong attention to detail in filing, record keeping, and administrative documentation Join us as we deliver exceptional HVAC solutions while fostering a vibrant workplace where your organizational talents can truly shine!

Pay:

$20.00 - $28.00 per hour

Benefits:

Flexible schedule Health insurance Paid time off

Work Location:

In person