HVAC Office Manager

KBS HVAC; Millis (MA); On-site; USD 55,000 - 70,000; Full time

Job summary

KBSKermit B. Schulz & Sons (KBS) in Millis, MA is seeking an experienced Office Manager to oversee the administrative side of a residential HVAC business.

You will work directly with the owner, technicians, and customers to keep operations moving smoothly and professionally. Responsibilities include managing daily office operations, invoicing and billing, accounts receivable, follow-ups on estimates, payroll coordination, and maintaining accurate records.

Qualifications

• Small office management experience.
• Organized and detail oriented.
• Comfortable dealing with customers.
• Takes initiative and works independently.
• Dependable and reliable.
• Good computer skills; able to learn new software.
• HVAC or service industry experience is a plus.

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 grows.

Skills

Small office management

Organized

Customer communication

Initiative

Dependable

Computer skills

Learning new software

Tools

Payroll software

Office software

Job description

HVAC OFFICE MANAGER — KBSKermit B. Schulz & Sons (KBS) is looking for an experienced Office Manager to become an important part of our residential HVAC company.We're looking for someone who is organized, dependable, professional, and good with people — someone who can take ownership of the office and keep things moving.COMPENSATION: $55,000–$70,000+Based on experience and qualifications.THE POSITIONYou'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 growWHAT WE'RE LOOKING FORWe'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 teamExperience in HVAC or another service business is a plus, but the right office manager with the right attitude and skills will be considered.WHY KBS?KBS 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.$55,000–$70,000+ depending on experienceKermit B. Schulz & Sons (KBS)You should be proficient in:Leadership / People ManagementStandard Operating Procedures (SOPs)Human ResourcesWorkers’ CompensationRecruitingFamily and Medical Leave Act (FMLA)Coaching and Mentoring ExperienceScheduling ExperienceBusiness Insurance