Office 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

Office Manager

Clark's Heating and Cooling Dickson, Tennessee, United States

About this position

Clark's Heating & Cooling – Dickson, TN – Office Manager

Clark's Heating & Cooling is seeking an experienced, organized, and hands-on Office Manager to support the daily operations of our Dickson location.

This position is an important part of keeping the office and field operations running smoothly. The Office Manager will have responsibilities across payroll support, billing and financial processes, permitting, customer service, employee support, office administration, and commercial maintenance agreements.

The ideal candidate is highly organized, comfortable working in a fast-paced HVAC environment, confident handling multiple priorities, and willing to step in wherever needed to support employees and customers.

Key Responsibilities:

Payroll & Financial Administration

• Review payroll each Monday prior to processing.
• Prepare and submit monthly employee spiff information for payroll.
• Complete required information for adding new employees to ADP.
• Process Synchrony Financial transactions.
• Process customer check refunds through Sage.
• Create adjustment invoices and/or customer refunds for billing adjustments in Service Titan.
• Review invoices for accuracy and verify required materials are included prior to batching.

HVAC Office & Operational Support

• Register newly installed HVAC equipment for extended parts warranties.
• Pull required mechanical and electrical permits.
• Coordinate and schedule inspections.
• Order and maintain necessary office supplies.
• Assist service technicians, installers, and CSRs with questions and day-to-day operational needs.
• Help answer incoming phone calls and schedule service calls when additional office support is needed.
• Set up tablets and computers for new and existing employees.

Customer Service

• Assist with escalated customer concerns.
• Resolve customer complaints involving service issues, billing, or payments.
• Work with customers and internal team members to reach appropriate resolutions.
• Maintain professional communication and provide a high level of customer service.

Employee & New-Hire Support

• Schedule required drug testing for new employees.
• Assist with administrative onboarding activities.
• Help ensure employees have the technology and resources needed to perform their jobs.

What We're Looking For:

• 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.

Experience with the following is highly desirable:

• Service Titan
• Sage
• ADP

We are looking for someone who is dependable, organized, accountable, customer-focused, and comfortable being the central point of support for a busy HVAC operation.