Branch Office Manager - HVAC & Customer Service

FirstCall Group; Boston (MA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive Weekly Pay

Healthcare Coverage – medical, dental,

401(k) Retirement Savings with 5%match

Paid time off and holidays

FirstCall Academy and LEAP education

Referral bonus $2,500 per referral

Company vehicle or allowance

Phone allowance

Uniforms and boot allowances

Job summary

FirstCall Group is seeking an experienced Office Manager in Boston to lead the branch office and support the Branch Leader. You will manage day-to-day operations, supervise staff, coordinate calendars and travel, and ensure exceptional customer service to our clients.

Ideal candidates bring 3-5+ years in office management, strong organizational skills, and experience with BuildOps and Microsoft Office. This full-time on-site role offers a comprehensive benefits package and growth opportunities.

Qualifications

• 3-5+ years of prior office management experience.
• Systems proficiency and problem-solving.
• Organization and follow-through.
• Strong communication and customer service.
• Knowledge of BuildOps is a plus.
• Manage sensitive information appropriately and maintain confidentiality.
• Strong aptitude to work within deadlines.
• Integrity, honesty, and responsibility with a desire to contribute to a team.
• Highly organized with attention to details.
• Experience with Microsoft Office software.

Responsibilities

• Capable of working and performing all duties in a private office.
• Establish and/or maintain systems related to filing, reporting, and database management.
• Answer multiple incoming phone lines.
• Maintain and respond to email in a prompt and professional manner.
• Organize and maintain dispatch routes for technicians.
• Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies supervisor.
• Demonstrates accuracy and thoroughness in work performed; looks for ways to promote quality; monitors work to ensure quality.
• Make independent decisions daily, addressing the best way to handle specific tasks.
• Must collaborate with support personnel, management, and clients regularly.
• Overseeing general office operations.
• Greeting visitors, answering a high volume of incoming phone calls, and delivering world-class service to our customers.
• Coordinating appointments and meetings and managing staff calendars and schedules.
• Supervising, mentoring, training, and coaching our office staff and delegating assignments to ensure maximum productivity.
• Coordinating domestic travel, including flight, hotel, and car rental reservations.
• Purchasing office supplies and equipment and maintaining proper stock levels.
• Producing reports, composing correspondence, and drafting quotes and new contracts.
• Creating presentations and other management-level reports.
• Managing Customer Service Representatives and Dispatcher.
• Ensure the highest level of internal customer service.
• Ensure all ticket/jobs are updated and closed properly.
• Maintain estimating/quoting/service system, BuildOps

Skills

Office management

Customer service

Communication

MS Office

Problem-solving

Confidentiality

Tools

BuildOps

Job description

FirstCall Group is seeking an experienced Office Manager in Boston to lead the branch office and support the Branch Leader. You will manage day-to-day operations, supervise staff, coordinate calendars and travel, and ensure exceptional customer service to our clients.

Ideal candidates bring 3-5+ years in office management, strong organizational skills, and experience with BuildOps and Microsoft Office. This full-time on-site role offers a comprehensive benefits package and growth opportunities.