Office Service Manager

Office Manager

We are looking for an experienced Office Manager to support the daily financial and administrative operations of a service-focused, UNION HVAC business in Itasca, Illinois. This role blends office coordination, accounting oversight, and team support, with a strong emphasis on accurate billing, receivables management, and responsive communication across field and office functions. The ideal candidate brings hands-on experience in a service industry environment and can keep workflows organized while maintaining high standards of accuracy and professionalism.

Responsibilities:

• Direct daily office operations and monitor financial activity for the service department to keep processes efficient and well organized.
• Manage service-related billing from initial preparation through final documentation, including waiver processing and customer invoicing requirements.
• Oversee accounts receivable functions by tracking outstanding balances, following up on collections, and completing routine account reconciliations.
• Process certified payroll accurately and maintain compliance with applicable union rules, reporting obligations, and payroll standards.
• Use Quick Books to record transactions, maintain financial records, and produce regular accounting reports for operational review.
• Partner with technicians, dispatch personnel, administrative staff, and clients to coordinate work, address service issues, and support smooth day-to-day operations.
• Supervise and coach team members while reinforcing consistent administrative practices and strong service support.
• Identify opportunities to strengthen billing, collections, and related office procedures to improve accuracy and workflow efficiency.