HVAC Office Manager

To Apply for this Job Click Here HVAC Office Manager Fully onsite Position Overview This is a hands-on, on-site role that requires strong organization, accuracy, and the ability to multitask in a fast-moving service environment. The Office Administration Manager will manage important accounting tasks within QuickBooks Desktop, handle regular batching from ServiceTitan, support select on-site onboarding functions, and oversee general administrative duties. This is a hands-on, on-site role that requires strong organization, accuracy, and the ability to multitask in a fast-moving service environment. Key Responsibilities Human Resources & Employee Support Coordinate the on-site portions of employee onboarding and offboarding, including: Setting up and distributing key fobs, badges, and uniforms. Collecting in-person paperwork. Assisting new employees with office setup and physical resources. Collaborate with the remote HR/onboarding team to ensure a seamless onboarding/offboarding experience. Support 401(k) plan administration, including communication with the TPA. Maintain accurate and compliant personnel files and HR documentation stored on-site. Office Administration Serve as a central administrative resource for daily office operations. Maintain well-organized digital and physical filing systems. Assist leadership and operations teams with administrative tasks and documentation needs. Facilitate clear communication flow between field technicians, office personnel, and management. Provide general support to ensure a smooth and efficient office environment. Accounting & Financial Support Set up all new HVAC and electrical install projects in QuickBooks Desktop, including job costing and proper project structure. Support and maintain inventory accuracy, including adjustments and reconciliation in QuickBooks Desktop. Manage regular batching from ServiceTitan to QuickBooks Desktop, ensuring clean, timely, and accurate financial transfers. Review and approve final payroll in ADP (working alongside the payroll administrator). Process occasional customer refunds with complete documentation. Receive, organize, and route all incoming mail, invoices, bills, and financial documents. File all Sales & Use Tax submissions. Assist with compiling documents, reconciling internal records, and supporting the outside CFO team. Prepare and submit property tax payments and manage tag renewals for all company vehicles. Provide the external CFO team with internal reports, records, and documentation as needed.

Qualifications Required:

Strong administrative experience, working with employees, MS Office Strong, hands-on experience with QuickBooks Desktop (not just Online). Experience batching or syncing financial data between ServiceTitan and QuickBooks Desktop. 3+ years of accounting or bookkeeping experience. Experience using ADP or similar payroll systems. Excellent attention to detail, organization, and follow-through. Ability to manage sensitive information with confidentiality. Strong communication and problem-solving skills.

Preferred:

Daily operational experience with ServiceTitan (billing, invoicing, reporting, job management, or inventory). HR administrative experience, particularly with in-person onboarding tasks. Experience supporting inventory processes in a trades or service-based business. Understanding of 401(k) administration and working with TPAs.

A1438774CLT

_1778674403 To Apply for this Job Click Here