GOODFELLAS AIR CONDITIONING & PLUMBING

Administrative Manager Tucson, Arizona Full-Time, On-Site Reports to the General Manager Direct Hire

ABOUT GOODFELLAS

GoodFellas is a family-owned air conditioning, heating, and plumbing company serving Tucson and the surrounding communities. We hold a 4.9-star rating across 1,700+ Google reviews by doing three things consistently: showing up on time, quoting a straight price before the work starts, and fixing what can be fixed instead of selling what isn't needed. Good Service. Good Prices. GoodFellas. We are growing, and growth exposes whatever your back office can't handle. This role exists to make sure ours can.

THE ROLE

The Administrative Manager owns the business side of

GoodFellas:

the money in, the money out, and the data that tells us how we're really doing. You are the single point of accountability for accounts receivable, accounts payable, payroll submission, customer and job data integrity in our CRM, and the flow of information between the field, ownership, and our outsourced accounting partner, Pivotl. We do not need you to be a CPA. Our books are handled by a professional bookkeeping firm. What we need is someone who feeds that firm clean, complete, on-time data — and who chases down the invoice, the deposit, the timecard, or the missing paperwork before it becomes a problem. If reports are late or numbers are wrong, that's yours to fix.

WHAT YOU'LL OWN

Accounts Receivable Invoice same-day on completed work; confirm payment is collected at the point of service or that financing paperwork is properly signed and submitted. Drive average days-to-collect to 7 days or less on residential HVAC and plumbing, with no balance aging past 30 days. Run weekly aging review, make collection calls, and escalate problem accounts to the General Manager before they become write-offs. Keep bad debt within the annual budgeted amount. Accounts Payable & Payroll Process vendor bills accurately and on schedule. Capture every available early-pay discount; where none exists, pay within 30-45 days. Zero late fees and zero finance charges — that is the standard, not the goal. Reconcile vendor statements, resolve pricing and delivery discrepancies, and maintain clean vendor records and W-9s. Collect, verify, and submit payroll hours on deadline every cycle. Track PTO, commissions, and spiffs accurately.

Data Integrity & Reporting:

Own customer, job, and equipment data in our CRM/field service software. Accurate entry, consistent naming, complete records, no orphaned jobs or unclosed invoices. Reconcile the field software to the accounting system daily — invoices, payments, deposits, and batches must tie out. Catch breaks the same week, not at month-end. Serve as the primary day-to-day contact for Pivotl, our bookkeeping partner. Deliver requested documentation, close out open items, and answer questions on deadline so the monthly close is never waiting on us. Assemble the daily report from department managers and deliver it to the General Manager by noon for the prior day's business. Track and report key performance data: calls run, leads, average ticket, closing ratios, membership renewals, and callback rates. Maintain a reporting calendar and hold departments accountable to their due dates. Office & Administrative Management Maintain company records: licenses, insurance certificates, vehicle registrations, warranty registrations, and permits. Manage onboarding paperwork, I-9s, and personnel files; ensure employment practices stay compliant with federal and Arizona requirements. Coordinate employee benefits enrollment and workers' compensation claims with our providers and broker. Support the General Manager on the annual budget, and flag variances and inventory or asset issues as they appear. Supervise, train, and develop administrative and dispatch support staff as the department grows.

WHAT SUCCESS LOOKS LIKE

First 30 days: You know our software, our process, and our vendors. Invoicing and A/P are running without a backlog. First 90 days: A/R aging is current and trending down. Pivotl gets everything it needs without chasing you. The daily report is on the GM's desk by noon, every day. First 12 months: Average collection is under 7 days, bad debt is inside budget, there are zero late-payment charges, and month-end close is never delayed by missing information from our side.

WHO THRIVES IN THIS ROLE

We can teach software. We can't teach these: Detail-obsessed. You notice the transposed number, the duplicate customer record, and the invoice that never got closed — because you check. Deadline-driven. When you say Thursday, it's there Thursday. Late is not a category you operate in. Articulate. You write and speak clearly and professionally — to a homeowner asking about a balance, to a vendor disputing a bill, and to our accountants asking for backup. Highly organized. You work off systems and checklists, not memory. Nothing falls through the cracks because nothing is loose. Comfortable holding others accountable. You'll chase managers and technicians for paperwork without being apologetic about it or making it personal. Discreet. You'll handle payroll, personnel files, and financial data. That information stops with you. Ownership mentality. When something's broken, you fix it or escalate it. You don't wait to be told twice.

QUALIFICATIONS

Required 3+ years in office management, bookkeeping, administrative management, or a similar back-office role. Demonstrated proficiency managing a customer database or CRM — accurate, high-volume data entry and record maintenance. Hands-on experience running A/R and A/P, including collections and vendor management. Strong Excel skills (sorting, filtering, lookups, pivot tables) and comfort working in multiple software systems at once. Clear written and verbal communication; professional phone presence with customers and vendors. Able to work on-site in Tucson full-time and pass a background check. Preferred Experience in HVAC, plumbing, electrical, construction, or another trades or home-services business. Experience with ServiceTitan (or similar field service platforms such as Housecall Pro, FieldEdge, or Successware). We'll train you on the platform — what matters is that you already know how to manage customer data well. Working familiarity with QuickBooks Online. Prior experience coordinating with an outsourced bookkeeping, accounting, or fractional CFO firm.

COMPENSATION & BENEFITS

Pay:

$60,000 - $75,000 per year, depending on experience.

Schedule:

Monday-Friday - On-site at our Tucson office.

Benefits:

Health insurance / Paid time off / Paid holidays / Retirement plan / Employee discounts on home services. A family-owned company where the back office is treated as a profit center, not an afterthought — and where your work is visible to ownership every single day.

HOW TO APPLY

Apply through this posting with your resume. In one short paragraph, tell us about a time you took over a messy set of books, records, or customer data and got it clean. That's the job. GoodFellas Air Conditioning & Plumbing is an Equal Opportunity Employer. All qualified applicants will receive consideratione you to apply!

Pay:

$60,000.00 - $75,000.00 per year

Benefits:

Dental insurance Employee discount Health insurance Paid time off Vision insurance

Work Location:

In person