Office Manager

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

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.
• Handle designated New Construction billing responsibilities.
• 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 TitanSageADP

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.