Office Manager

Office Manager / Financial Administrator

The Office Manager / Financial Administrator oversees administrative and financial operations for a commercial and residential HVAC organization. This role supports office operations, accounting functions, reporting activities, and project administration while partnering closely with company leadership. The position offers meaningful ownership over office processes and financial administration, with exposure to both operational and financial aspects of the business.

• Manage daily accounting and bookkeeping activities to ensure accurate and timely financial records.
• Process accounts payable and accounts receivable transactions, including vendor payments, customer payments, and collections activities.
• Review, correct, and process invoices to ensure accuracy and completeness before posting or sending.
• Support collections efforts by tracking outstanding balances and coordinating follow-up with customers.
• Maintain financial records, job costing data, and project documentation for both service and construction projects.
• Process and track AIA billing for commercial projects, ensuring compliance with contract and billing requirements.
• Reconcile financial records and support preparation of periodic financial reporting.
• Coordinate payroll preparation and review employee time records for accuracy prior to processing.
• Manage office operations, including administrative processes, document retention, and vendor relationships.
• Maintain organized records for customers, projects, permits, contracts, and vendors.
• Support project managers with project administration requirements, including documentation and reporting.
• Generate financial reports and KPI reporting for leadership to support decision-making and business performance tracking.
• Maintain CRM and operational software systems, ensuring data accuracy and up-to-date information.
• Support budgeting, forecasting, and business improvement initiatives by providing financial data and administrative support.

• Minimum 5 years of experience in office management, accounting, bookkeeping, or financial administration.
• Hands-on experience utilizing Quick Books, including Quick Books Online, for managing accounting functions, financial records, invoice entry, reconciliation, and reporting.
• Experience with accounts payable and accounts receivable, including vendor payments, customer payments, and cash flow activities.
• Demonstrated ability to process invoices and maintain accurate financial records.
• Strong organizational skills with a high level of attention to detail.
• Proficiency with Microsoft Office, including strong skills in Microsoft Excel for reporting, data analysis, and financial tracking.
• Experience using CRM software to manage customer and project information.

• Experience supporting commercial installation or construction-related billing environments utilizing AIA billing practices.
• Background in office management, including overseeing office operations, administrative processes, document retention, and vendor relationships.
• Understanding of project accounting and job costing for service and construction projects.
• Experience with CRM platforms such as Service Titan or similar systems.
• Familiarity with ERP or operational software systems.
• Ability to partner closely with company leadership and project managers to support both operational and financial initiatives.
• Interest in contributing to budgeting, forecasting, and continuous business improvement efforts.

This role is based in an onsite office environment that supports both residential service and commercial project operations within the HVAC industry. The schedule runs from 7:00 AM to 4:00 PM, providing…