Office Manager

GeauxHVAC is seeking an experienced Office Manager to run the daily operations of our office and lead its growth as our company expands. This is not a maintenance role. We are growing, and the office must grow with us — which means building systems, developing staff, and setting the standard for how the administrative side of this business operates.

Day to day, you will manage everything that keeps the office moving: weekly payroll, collections, vendor payments, compliance and licensing, scheduling support, and the constant stream of smaller items that surface before mid-morning. Beyond that, you will serve as the leader of growth in this office — holding one‑on‑ones with office staff, developing the people around you, planning company events, and identifying and correcting inefficiencies before they become problems.

We want to be direct about what this position involves. It is a demanding role with significant scope. You will manage competing priorities within the same hour, and the pace does not ease during peak season. We would rather you understand that before applying than discover it in your third week. If you do your best work in a quiet, predictable environment, this position is not the right fit.

If you perform well when there is a great deal in motion and you are trusted to prioritize it yourself, we would like to hear from you.

• Own the daily operation of the office — set the pace, keep work moving, and ensure nothing falls through
• Prioritize competing demands in real time and determine what is handled immediately versus deferred
• Serve as the primary point of contact for internal and external communication
• Maintain office supplies, equipment, technology, and facilities proactively

• Serve as the leader of growth within the office — identify inefficient, broken, or manual processes and correct them
• Conduct regular one‑on‑ones with office staff to coach, develop, and hold them accountable
• Build and document standard operating procedures so critical processes are transferable rather than dependent on one individual
• Plan and execute company events, team meetings, and employee appreciation efforts
• Recommend and implement improvements to workflow, systems, and office standards
• Support the growth of the administrative team as we scale, including participation in hiring and training

• Own accounts receivable — invoice completed jobs same-day, review AR aging weekly, and conduct collection calls on aging balances
• Own accounts payable — enter vendor bills, match to purchase orders, and pay vendors within terms
• Reconcile vendor statements and resolve billing discrepancies
• Collect, code, and document company credit card receipts
• Work with our outside accounting firm as needed, providing documentation and support on request
• Submit and track manufacturer and utility rebates through to payment

• Process weekly payroll accurately and on time, including timecard review, commissions, and PTO tracking
• Administer human resources functions — onboarding, employee files, accident and incident reports, performance documentation, and benefits enrollment
• Maintain all employee records with complete confidentiality

• Maintain all company and employee licensing, certifications, and renewals, including LSLBC credentials, continuing education requirements, and EPA certifications
• Maintain general liability and workers' compensation coverage and support the annual workers' compensation audit

• Administer maintenance agreements and membership renewals
• Resolve customer escalations
• Serve as backup to the dispatcher and participate in a rotating on‑call schedule
• Deliver a weekly written performance scorecard to ownership

• Establish daily priorities and adjust as circumstances change
• Invoice completed jobs and post customer payments in Service Titan
• Work the accounts receivable aging list and conduct collection calls
• Enter vendor bills, match to purchase orders, and prepare payment runs for approval
• Review timecards and process weekly…