Office Manager / Bookkeeper

Office Manager / Bookkeeper Samm's Heating & Air Conditioning Plano, TX Job Details Full-time $24.92 - $30.01 an hour 1 day ago Benefits Paid holidays Dental insurance 401(k) Paid time off Vision insurance Retirement plan Qualifications Microsoft Excel Administrative experience Organizational skills Business Administration Productivity software Business Associate's degree Technical Proficiency Full Job Description

JOB DESCRIPTION

Office Manager Heating, Ventilation & Air Conditioning |

Plano, TX Position Overview Job Title:

Office Manager Department:

Administration Reports To:

Owner /

General Manager Employment Type:

Full-Time |

In-Office Location:

Plano, TX FLSA Status:

Exempt (Salary) or Non-Exempt (DOE) Position Summary We are seeking an experienced and highly organized Office Manager to serve as the administrative and operational backbone of our growing HVAC company. This is a multifaceted role demanding a strong accounting aptitude, attention to detail, and the ability to manage competing priorities in a fast-paced trade services environment. The ideal candidate will bring hands-on experience in accounts payable, payroll reporting, and office administration, and will thrive in a collaborative, in-office setting. This position plays a critical role in ensuring the financial accuracy, operational efficiency, and regulatory compliance of our business. Key Responsibilities Accounting & Accounts Payable Match vendor bills to purchase orders, verifying quantities, pricing, and terms for accuracy before processing. Code, review, and approve vendor invoices in accordance with company chart of accounts and approval workflows. Review customer invoices generated through the company's field service/CRM system for accuracy and completeness prior to distribution. Process and deposit cash and check payments received from customers; maintain accurate cash receipts logs and bank deposit records. Reconcile vendor statements and resolve billing discrepancies in a timely manner. Maintain organized, audit-ready records of all payables, receipts, and financial transactions. Collaborate with company ownership and external CPA/bookkeeper as needed on month-end and year-end closing activities. Payroll Administration Run and review weekly or bi-weekly payroll reports, drawing data from the company's field management and time-tracking systems. Verify technician hours, overtime, commissions, and any other variable compensation components for accuracy. Reconcile payroll data and submit finalized payroll totals to the corporate accounting team for processing within established deadlines. Respond to employee payroll inquiries and work with the accounting team to resolve discrepancies. Maintain payroll records and ensure proper documentation of pay adjustments, garnishments, or other changes. Compliance & Administrative Management Monitor and assist with regulatory and licensing compliance tasks as required, including state contractor license renewals, vehicle registrations, and business permits. Support the coordination of workers' compensation and general liability insurance audits and renewals. Maintain company certificates of insurance and vendor/subcontractor compliance documentation. Assist management with miscellaneous administrative projects, reporting, and operational support as needed. Serve as the primary point of contact for office vendors, supplies, and facilities-related needs. Qualifications & Requirements Education & Experience Associate's or Bachelor's degree in Accounting, Business Administration, or a related field preferred; equivalent experience will be considered. Minimum 3-5 years of office management, bookkeeping, or accounting experience, preferably in a trade services, construction, or field service environment. Prior experience with accounts payable and payroll processing strongly preferred. Technical Skills Proficiency in QuickBooks (Desktop or Online) or comparable accounting software required. Experience with field service management or CRM software (e.g., ServiceTitan, FieldEdge, Jobber, or similar) a significant plus. Strong Microsoft Office skills, particularly Excel and Word. Comfortable learning and working across multiple software platforms simultaneously. Core Competencies Exceptional attention to detail and commitment to numerical accuracy. Strong organizational skills with the ability to prioritize and manage multiple deadlines. Excellent verbal and written communication skills. High degree of discretion and integrity when handling confidential financial and employee information. Self-motivated, proactive, and capable of working independently with minimal supervision. Positive, team-oriented attitude with a customer-service mindset. Work Environment & Schedule This is a full-time, in-office position based in Plano, TX. Standard hours are Monday through Friday. Occasional flexibility may be required during peak periods such as payroll deadlines, audits, or insurance renewals. The office environment is professional and collaborative, and the successful candidate will play a central role in the day-to-day rhythm of the business. Compensation & Benefits 401(k) plan. Health, dental, and vision insurance (if applicable). Paid time off and holidays. Opportunities for growth as the company continues to scale. To apply, please submit your resume and a brief cover letter describing your relevant experience. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.

Pay:

$24.92 - $30.01 per hour

Benefits:

401(k) Dental insurance Retirement plan

Work Location:

In person