HVAC Office Admin in Smithfield

Energy Jobline ZR; Smithfield (VA); On-site; USD 45,000 - 70,000; Full time

Job summary

PRIME Heating & Cooling LLC is seeking an experienced office manager to handle the administrative side of the business. You will work directly with the owner, technicians, and customers to keep daily operations smooth and responsive.

The role covers invoicing, accounts receivable, payroll coordination, and records maintenance, with an emphasis on accuracy and timely follow-up. A long-term position with room to grow is offered, with compensation ranging from $45,000 to $70,000+ depending on

Qualifications

• Has small office management experience.
• Is organized and pays attention to details.
• Is comfortable dealing directly with customers.
• Can handle multiple responsibilities without getting overwhelmed.
• Takes initiative and doesn't need to be constantly directed.
• Is dependable and follows through.
• Has good computer skills and is skilled with learning new software.
• Is professional and works well with a small team.

Responsibilities

• Managing the daily office operations.
• Handling customer calls and customer service.
• Invoicing and billing.
• Accounts receivable and collections.
• Processing paperwork and keeping records accurate.
• Following up on estimates and outstanding work.
• Managing maintenance agreement paperwork and renewals.
• Coordinating information between the office, technicians, and customers.
• Entering/coordinating payroll, benefits, and other administrative duties.
• Keeping the office & staff organized and on top of deadlines.
• Helping improve the way we do things as the company continues to grow.

Skills

Office management

Customer service

Accounts receivable

Payroll processing

Tools

Payroll software

Job description

Job DescriptionJob Description

You'll be responsible for the administrative side of the business, working directly with the owner, technicians, and customers.

Responsibilities include:

• Managing the daily office operations
• Handling customer calls and customer service
• Invoicing and billing
• Accounts receivable and collections
• Processing paperwork and keeping records accurate
• Following up on estimates and outstanding work
• Managing maintenance agreement paperwork and renewals
• Coordinating information between the office, technicians, and customers
• Entering/coordinating payroll, benefits, and other administrative duties
• Keeping the office & staff organized and on top of deadlines
• Helping improve the way we do things as the company continues to grow

WHAT WE'RE LOOKING FOR

We're looking for someone who:

• Has small office management experience
• Is organized and pays attention to details
• Is comfortable dealing directly with customers
• Can handle multiple responsibilities without getting overwhelmed
• Takes initiative and doesn't need to be constantly directed
• Is dependable and follows through
• Has good computer skills and is skilled with learning new software (in place, as needed)
• Is professional and works well with a small team

Experience in HVAC or another service business is a plus, but the right office manager with the right attitude and skills will be considered.

WHY PRIME?

PRIME is a long-established, locally owned HVAC company with a strong reputation for quality work and taking care of our customers.

We're looking for someone who wants a long-term position and a real role in the company, not just another job.

If you're an experienced office manager who likes being responsible, solving problems, and keeping a business organized, we'd like to meet you.

$45,000–$70,000+ depending on experience

Prime Heating & Cooling LLC

You should be proficient in:

• Leadership / People Management
• Standard Operating Procedures (SOPs)
• Human Resources
• Workers’ Compensation
• Recruiting
• Family and Medical Leave Act (FMLA)
• Coaching and Mentoring Experience
• Scheduling Experience