Assistant Office Manager - HVAC

Aidey; Philippines; Remote; PHP 193,000 - 303,000; Full time

Job summary

Aidey is seeking a detail-oriented Assistant Office Manager - HVAC to provide remote support to US-based HVAC office managers. You will handle administrative tasks, invoicing, documentation, and customer service to help managers focus on strategic work.

The role is fully remote, long-term, with US clients. Candidates should have experience supporting service-based businesses, strong English skills, familiarity with CRM and social media tools, and the ability to work independently across varying

Qualifications

• Experience supporting service-based businesses (HVAC, plumbing, electrical, etc.) – MUST
• Strong English communication skills (written and spoken)
• Experience as a Virtual Assistant, Admin, or similar role
• Experience handling permits, rebates, or documentation
• Familiarity with social media tools
• Hands-on experience using modern CRM platforms, task management tools, and AI tools to improve efficiency
• Highly organized with strong attention to detail
• Comfortable using tools and learning new systems
• Able to work independently and manage multiple tasks

Responsibilities

• Prepare and process invoices
• Submit warranty registrations and rebate documentation
• Manage administrative tasks and documentation
• Support office managers with daily operations
• Assist with customer service tasks when needed
• Help with basic social media content and scheduling

Skills

Attention to detail

Strong English

Independent worker

Multitasking

Tools

CRM platforms

Task management tools

AI tools

Social media tools

Job description

PLEASE APPLY IF YOU HAVE PREVIOUS EXPERIENCE IN A VIRTUAL ASSISTANT, ADMINISTRATIVE SUPPORT, OR PROCESS SUPPORT ROLE IN THE HVAC, SERVICE-TRADE, PROPERTY MANAGEMENT, REAL ESTATE, FACILITIES MANAGEMENT, OR BUILDING MAINTENANCE INDUSTRIES.

About the Company:

Aidey is an AI-first Business Process Outsourcing company — the human layer powering the world's most ambitious AI-native companies. We staff the last mile of customer experience, technical success, back-office operations, and sales, operating remotely from the Philippines. Every process we run is designed AI-first and finalized by a senior human, so our clients inherit better quality, faster cycles, and a lower cost base. Trusted by global brands including Nokia and Wix, Aidey is where human intelligence meets machine scale.

About the Client:

The Client empowers small HVAC contractors by giving them access to experienced office managers enhanced by AI technology. They are revolutionizing how small HVAC businesses manage their operations, providing them with top-tier office expertise that was previously out of reach due to cost or availability constraints. Their unique model allows skilled office managers to support multiple businesses efficiently, maximizing their impact in the industry.

About the Position:

We’re seeking a detail-oriented Assistant Office Manager - HVAC to provide remote support to our US-based HVAC office managers. The ideal candidate will execute administrative tasks, manage documentation, and assist with customer service functions for small HVAC businesses across the United States, allowing our office managers to focus on higher-level strategic support.

Responsibilities:

• Prepare and process invoices
• Submit warranty registrations and rebate documentation
• Manage administrative tasks and documentation
• Support office managers with daily operations
• Assist with customer service tasks when needed
• Help with basic social media content and scheduling

Requirements

• Experience supporting service-based businesses (HVAC, plumbing, electrical, etc.) – MUST
• Strong English communication skills (written and spoken)
• Experience as a Virtual Assistant, Admin, or similar role
• Experience handling permits, rebates, or documentation
• Familiarity with social media tools
• Hands-on experience using modern CRM platforms, task management tools, and AI tools to improve efficiency
• Highly organized with strong attention to detail
• Comfortable using tools and learning new systems
• Able to work independently and manage multiple tasks

Setup & Availability

• Stable internet connection (100+ Mbps) and a quiet, professional workspace
• Work schedule is Monday to Friday, 9 PM – 5 AM PHT. Be available to work changing shifts as business needs require – MUST
• Fully remote, long-term role — no commute, no office mandate
• Direct line to client stakeholders
• Opportunity to grow into higher-level roles