Office Manager / Service Administrator (HVAC or Plumbing)

Office Manager / Service Administrator - HVAC or Plumbing Blackthorn Mechanical, LLC, is seeking a reliable, organized, and detail-oriented Office Manager / Service Administrator to support day-to-day office and service operations. This role is central to the business and is responsible for customer communication, service dispatch , billing and administrative support, and general office operations. This is a hands-on, in-office role that works closely with ownership, technicians, and operations leadership to keep the business running smoothly. Dispatch responsibility is a core part of this position.

Key Responsibilities:

Answer incoming phone calls and serve as the primary point of contact for customers Manage and coordinate service dispatch , including scheduling technicians and routing calls Enter, maintain, and close service calls accurately in the system Support accounts payable and accounts receivable processes Assist with payroll administration through Paycor Enter expenses and basic transactions into QuickBooks Register residential HVAC or Plumbing equipment for warranty coverage and maintain records Order basic parts and supplies and track open orders Assist with equipment ordering and documentation for sold jobs Handle customer questions and assist with resolving billing or service-related issues Support general office administration, including account setup, systems support, and vendor coordination Assist with administrative HR tasks and benefits coordination Track customer reviews and manage review follow-up incentives Support payment and coordination of marketing-related vendors as needed

Schedule, Compensation & Benefits:

Full-time, Salary Position ($50K-$60K) Typical schedule is Monday-Friday, approximately 7:30am-4:30pm Dispatch coverage may require an early start All time worked is paid; overtime paid in accordance with applicable law Health and dental insurance Paid time off and paid holidays Stable, long-term role with consistent schedule

Qualifications:

Prior experience in an office, administrative, or service coordination role Strong organizational and multitasking skills Comfortable working with phones, scheduling, and software systems Clear communication skills and professional demeanor Experience in HVAC, plumbing, or other trade services is a strong plus

What This Role Is Not:

Not a technician role Not a sales role This position is ideal for someone who enjoys being the backbone of an operation, takes pride in keeping things organized, and can confidently manage dispatch and office workflows in a fast-paced trade services environment.

Job Type:

Full-time Pay:

$50,000.00 - $60,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off

Work Location:

In person