Administrative Services Manager

Trustal Recruiting; Orrville (OH); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Paid holidays

Job summary

Aire Serv of NE Ohio is seeking an Administrative Services Manager to lead dispatch, invoicing, payroll, HR, and inventory for the Orrville location. You will bridge customers, technicians, and suppliers to keep daily operations smooth and efficient.

Join a growing HVAC business powered by transparent leadership, with access to top software like ServiceTitan and QuickBooks, and clear advancement opportunities within a fast-paced culture.

Qualifications

• Office Manager or Department Manager experience in a service business.
• Experience with home services software like ServiceTitan is highly preferred.
• AR/AP and payroll processing experience required.
• Strong data entry and invoice reconciliation skills.
• Excellent customer service and communication abilities.

Responsibilities

• Run Central Dispatch: answer calls, schedule service, optimize routes for 4 technicians.
• Coordinate complete installs: schedule dates, prep technician packets, pull permits, schedule inspections.
• Manage money (AR/AP): process customer and vendor payments.
• Drive payroll & HR: track hours, compute bonuses, handle onboarding/offboarding and benefits.
• Own inventory & assets: order parts, verify POs, scan packing slips, manage fleet upkeep.

Skills

Dispatch management

Payroll processing

AR/AP handling

HR administration

Multi-tasking

Tools

ServiceTitan

QuickBooks

Job description

Come work for leaders who respect your operational hustle. Build a career running the show with a team that actually invests in you. At Aire Serv of Northeast Ohio, we’ve built a workplace rooted in transparent leadership, clear expectations, real advancement opportunities, and a commitment to doing things right. We are looking for an operational powerhouse—an experienced, highly organized, and multi-talented Administrative Services Manager to keep our growing HVAC business running like a well-oiled machine. And the best part? You won't just be a number behind a desk. You will be the operational heartbeat of our Orrville location, bridging the gap between our customers, technicians, and suppliers with the authority to drive our daily success.

What’s in It for You?

• Solid Base Pay: $50,000 - $65,000/year, depending on your experience.
• Total Ownership: Run the logistical, financial, and dispatching sides of a thriving home services business.
• Solid Benefits: Health, dental, and vision insurance after 90 days, plus paid time off (PTO) and company-observed paid holidays.
• Modern Tech & Tools: Work with top-tier industry software like ServiceTitan and QuickBooks.
• Supportive Culture: Transparent leadership, clear expectations, and a fast-paced environment where your organizational skills are truly valued.

What You’ll Do

• Run Central Dispatch: Answer calls, schedule service, and optimize daily routes for our 4 technicians. Monitor and audit AI-generated dispatching to guarantee peak efficiency.
• Coordinate Complete Installs: Confirm install dates, prep comprehensive technician packets, pull local permits, and schedule inspections. Handle the post-install wrap-up: register warranties, process final payments, and send out customer thank-you cards.
• Manage the Money (AR/AP): Process customer and vendor payments
• Drive Payroll & HR: Track tech hours and revenue to calculate bonuses and commissions for weekly Wednesday payroll. Handle all HR administration, including onboarding/offboarding checklists and benefit enrollments.
• Own Inventory & Assets: Order parts and install equipment, verify receiving against POs, and scan packing slips into ServiceTitan for precise job costing. Manage fleet repair schedules, track annual tool calibrations, and handle AHS work orders.

What We’re Looking For

• Experience: Proven track record in an Office Manager, Department Manager (if larger firm), or Service Dispatch role. (Experience in Home Services like HVAC, plumbing, or electrical is a massive advantage).
• Technical Mastery: Strong command of data entry and invoice reconciliation with experience in QuickBooks proficiency in home services CRM software like ServiceTitan (highly preferred). Experience handling AR/AP and payroll processing.
• Agility & Mindset: Exceptional multi-tasker who can pivot seamlessly between a dispatch emergency and focused, heads-down accounting tasks.
• Soft Skills: Top-tier customer service and communication skills to keep our clients happy and our field crew aligned.

Aire Serve of NE Ohio is an equal opportunity employer.