HVAC Office Operations Manager

Clark's Heating and Cooling; Dickson (TN); On-site; USD 42,000 - 48,000; Full time

Job summary

Clark's Heating and Cooling is seeking an experienced Office Manager in Dickson, TN to support daily operations across payroll, billing, permits, and customer service. The role involves coordinating with technicians, CSRs, and management to keep office and field operations running smoothly in a fast-paced HVAC environment.

The ideal candidate is highly organized, detail-oriented, and comfortable handling confidential employee and financial information while using multiple software systems such

Qualifications

• 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.

Responsibilities

• Payroll & Financial Administration: Review payroll weekly, submit monthly spiff info, add new employees to ADP, process Synchrony Financial transactions, handle refunds and billing adjustments, verify invoices.
• HVAC Office & Operational Support: Register equipment for extended warranties, pull permits, schedule inspections, manage office supplies, assist field staff, handle calls and service scheduling, set up devices for employees.
• Customer Service: Address escalated concerns, resolve billing or service issues, coordinate with team for solutions, maintain professional communication.
• Employee & New-Hire Support: Schedule drug testing, assist onboarding, ensure employees have needed technology and resources.

Skills

Organizational skills

Multitasking

Customer service

Computer literacy

Payroll/billing experience

Attention to detail

Tools

Service Titan

Sage

ADP

Job description

Clark's Heating and Cooling is seeking an experienced Office Manager in Dickson, TN to support daily operations across payroll, billing, permits, and customer service. The role involves coordinating with technicians, CSRs, and management to keep office and field operations running smoothly in a fast-paced HVAC environment.

The ideal candidate is highly organized, detail-oriented, and comfortable handling confidential employee and financial information while using multiple software systems such