HVAC Office Manager: Payroll & Operations

Clark's Heating and Cooling; Dickson (TN); On-site; USD 42,000 - 66,000; Full time

Job summary

The ideal candidate will have HVAC or home services experience, ability to manage confidential information, and communicate effectively with technicians, CSRs, customers, and management. A hands‑on, integrated approach is essential in this busy office environment.

Qualifications

• Previous office management or administrative leadership experience.
• HVAC, plumbing, home services, or similar service‑industry experience strongly preferred.
• Strong organizational and multitasking skills.
• Comfortable working with payroll, billing, invoices, and customer accounts.
• Strong computer and technology skills.
• Ability to learn and work within multiple software systems.
• Excellent customer service and problem‑solving abilities.
• Comfortable communicating with technicians, installers, CSRs, customers, and management.
• Able to handle confidential employee and financial information appropriately.
• Ability to remain organized and responsive in a busy office environment.
• Strong attention to detail and follow‑through.

Responsibilities

• Payroll and financial administration tasks including weekly payroll review and monthly spiff processing.
• Manage onboarding, ADP data entry, and payroll information for new hires; process billing with Synchrony.
• Process refunds and billing adjustments using Sage and Service Titan; handle designated new construction billing responsibilities.
• Register equipment for extended warranties and pull required permits; schedule inspections.
• Coordinate and schedule inspections; order office supplies; support technicians, installers, and CSRs.
• Answer calls and schedule service visits; assist with day‑to‑day operational needs and onboarding.
• Set up tablets and computers for new and existing employees.

Skills

Office management

Organizational skills

Multitasking

Customer service

Communication

Data security

Tools

Service Titan

Sage

ADP

Job description

The ideal candidate will have HVAC or home services experience, ability to manage confidential information, and communicate effectively with technicians, CSRs, customers, and management. A hands‑on, integrated approach is essential in this busy office environment.