Office Manager

Capstone Mechanical, LP.; Monona (WI); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Training

Job summary

Capstone Mechanical, LP. in Monona, Wisconsin is seeking an Office Manager to support the Branch Manager and department heads, optimizing operations across service, construction, and back-office functions, and ensuring efficiency, cost control, workforce management, and customer satisfaction.

You will lead scheduling, KPI tracking, budgeting, and staff development while supervising back-office personnel and coordinating with HR to address labor needs.

Qualifications

• Bachelor's degree in Accounting, Finance, Business or related field required.
• 5+ years experience in Office Manager or similar role.
• Strong budgeting, scheduling, and process improvement knowledge.

Responsibilities

• Office Operations Management
• Oversee daily operations of HVAC business units, ensuring efficiency and adherence to company policies.
• Implement and standardize operational processes to improve workflow, productivity and customer satisfaction.
• Monitor and analyze KPIs, such as job completion rates, technician efficiency, and customer feedback.
• Strategy & Process Improvement: Identify opportunities to streamline operations, improve response times, and reduce downtime.
• Implement best practices in job scheduling, dispatching, and inventory management to optimize performance. Implement digital transformation initiatives
• Financial & Budget Management: Assist in managing budgets for operational departments, ensuring profitability and cost efficiency.
• Analyze financial reports, operational expenses to optimize cost control.
• Leadership & Workforce Development: Supervise, mentor, and develop back office leads and staff.
• Recruit, develop training plan, and evaluate back-office staff; manage performance and support professional development.
• Foster a high-performance culture, encouraging teamwork, and accountability.
• Work with HR to implement workforce planning, hiring, and retention strategies to address labor shortages and skill gaps.
• Maintain strong relationships with clients and help resolve escalated customer issues.
• Maintain strong relationships with internal and external stakeholders.
• Ensure customer satisfaction by improving service delivery and operational efficiency.

Education

Bachelor's degree in Accounting, Finance, Business

Job description

• A compelling work culture and company values.
• A sense of purpose and employee appreciation.
• Support & Stability & Technology
• Training

Located in our Monona,WIoffice and reporting to the Branch Manager, our Office Manager is responsible forassisting the Branch Manager and department heads in optimizingthe operations of the business units’ service department, construction department, and back-office operations. This role ensures operational efficiency, cost control, workforce management, and customer satisfaction.

RESPONSIBILITIES

• Office Operations Management
• Oversee daily operations of HVAC business units, ensuring efficiency and adherence to company policies.
• Implement and standardize operational processes to improve workflow,productivityand customer satisfaction.
• Monitor and analyze key performance indicators (KPIs), such as job completion rates, technician efficiency, and customer feedback.
• Strategy & Process Improvement:
• Identifyopportunities to streamline operations, improve response times, and reduce downtime.
• Implement best practices in job scheduling, dispatching, and inventory management tooptimizeperformance. Implement digital transformation initiatives
• Financial & Budget Management:
• Assistin managing budgets for operational departments, ensuring profitability and cost efficiency.
• Analyze financialreports,operational expenses tooptimizecost control.
• Leadership & Workforce Development:
• Supervise, mentor, and develop back office leads and staff.
• Recruit, develop trainingplan, and evaluate back-office staff; manage performance and support professional development.
• Foster a high-performance culture, encouraging teamwork, and accountability.
• Work with HR to implement workforce planning, hiring, and retention strategies to address labor shortages and skill gaps.
• Maintain strong relationships with clients and help resolve escalated customer issues.
• Maintain strong relationships with internal and external stakeholders.
• Ensure customer satisfaction by improving service delivery and operational efficiency.

MINIMUM AND/OR PREFERRED QUALIFICATIONS

EDUCATION

• Bachelor's degree inAccounting,Finance,Business, or a related fieldrequiredor an equivalent combination of education and experience will be considered.

EXPERIENCE

• 5+ Years Experience working in an Office Manager role.

CERTIFICATES, LICENSES, REGISTRATIONS

• None

SKILL REQUIREMENTS

• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.
• Strong technicalknow-howand capacity.
• Ability to use logic and reasoning toidentifythe strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Knowledge of principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to analyze information and evaluate results to make decisions.
• Project management skills, includingabilityto develop, organize, andaccomplishspecific goals and plans.
• Ability to proficiently communicate information and ideas so others will understand.
• Teamwork orientation and ability to guide, direct, and motivate subordinates.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

WORK ENVIRONMENT

This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time.

REASONABLE ACCOMODATION

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.

OTHER DUTIES

Pleasenotethis job description is not designed to cover orcontaina comprehensive listing of activities, duties or responsibilitiesrequired ofthe employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.Employees understand the above job description and agree tocomply withand be subject to its conditions. Employee furtheragreesthis job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove,expandor change all responsibilities.Employees acknowledgethat he/shecan fulfill the above duties with or without reasonable accommodation.

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.