Office Manager - Commercial HVAC Operations Manager

Reed Restaurant Repair; Westminster (CO); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Insurance benefits

401k plan

Paid holidays

PTO

Job summary

Reed Restaurant Repair is seeking an Office Manager to own daily operations for a busy commercial kitchen service provider in the Denver metro area.

You will lead cross-functional teams, manage the full employee lifecycle, and drive successful billing and dispatch processes to keep service levels high. This on-site role requires a proactive leader with strong communication and problem-solving skills.

Qualifications

• 2+ years in office management or service coordination in HVAC/foodservice.
• Proven ability to lead cross-functional teams and manage HR tasks.
• Strong communication and problem-solving in fast-paced environments.

Responsibilities

• Lead weekly operations meetings focusing on revenue, AR, and staffing.
• Oversee billing processes and ensure timely invoicing.
• Manage full employee lifecycle including hiring, evaluations, raises, and terminations.
• Roll out and train users on Field Service Management software.
• Protect customer relationships with proactive service and issue resolution.
• Coordinate dispatch, quotes, and parts to keep operations smooth.

Skills

Office management

People management

Billing oversight

Hiring & onboarding

Tools

Google Workspace

ServiceTitan

Jobber

Job description

Office Manager - Commercial HVAC/R & Foodservice Operations

Reed Restaurant Repair

9046 Marshall Ct, Westminster, CO 80031

Full-Time | $60,000 - $85,000 per year | 100% On-Site

The Opportunity

Reed Restaurant Repair is a premier commercial facility service provider supporting restaurants, commercial kitchens, and hospitality partners throughout the Denver metro area. We specialize in hot-side cooking equipment, commercial refrigeration, HVAC, ice machines, and preventative maintenance agreements.

We are looking for an assertive, high-energy, self-starting Office Manager to take ownership of our daily operations. In our world, commercial kitchens run at high heat and high speed. We need a leader who brings a relentless positive, can-do attitude every single day--someone who keeps team morale high, shuts down drama, and rallies the office around getting things done right the first time.

You will report directly to Ownership, work shoulder-to-shoulder with our Field Service Managers, and lead from the front. True leadership here means balance: bringing energy and support to your crew, while holding people strictly accountable. You will manage the full employee lifecycle--hiring top performers, giving direct annual reviews, awarding well-earned raises, and handling terminations decisively when someone isn't cutting it. This is an active, cross-functional leadership position where you will master every seat in the building (from intake calls and dispatch to parts and quote tracking), stepping in to keep momentum moving and our customers thrilled.

What A Typical Day Looks Like

• Morning Numbers & Team Pulse: You kick off the day reviewing the numbers with the Billing Specialist--checking daily and monthly revenue goals, auditing past-due accounts, and tracking our month-to-date pace. If numbers are lagging, you coordinate with Dispatch to stir up more work, book PMs, or push follow-ups to keep the schedule full.
• Field & Dispatch Alignment: You connect with Dispatch to review the daily board, confirm technician coverage, and ensure routes run smoothly with open, direct communication between our field techs and restaurant clients.
• Quote Management & Workload Support: You sit with our Calls Coordinator to review open quotes, aiming to get every quote to the customer within 24 hours. If quote volume spikes or she is falling behind, you roll up your sleeves and help quote or reassign tasks to hit our deadline.
• Billing Oversight & Guidance: You act as the go-to resource for the Billing Specialist, helping unstick complex job costs, answering work-order questions, and providing feedback so the Ready-To-Invoice (RTI) pipeline flows smoothly and invoices go out without delay.
• Talent Development & People Management: You conduct an annual performance review with an administrative team member, providing clear, honest feedback, setting expectations, and walking through an earned compensation increase. Later, you run an interview screen for an open field or office role.
• Team Growth & Training: You review applicant pipelines to recruit, onboard, and train new operational support staff as our service capacity expands, coordinating shift coverage and ensuring new hires ramp up quickly.
• Software Rollout Leadership: You spend focused time mastering our current software and workflows, serving as the lead champion for the implementation of our new Field Service Management platform, driving training with patience and clear structure.
• Day-End Wrap: You verify no customer inquiries or emergency repair requests are left unaddressed, ensure tomorrow's technician routes are locked in, and leave the office clean and ready for the next day.

What You Will Own

• Operational Scorekeeping & Weekly Leadership Meetings: Lead a structured weekly operations meeting covering month-to-date revenue vs. goals, aging receivables and past-due accounts, technician hurdles, attendance tracking, upcoming employee reviews, workiversaries, and new hires.
• Daily Financial Tracking & Workload Balancing: Check daily progress against daily and monthly revenue targets. Track total past-due accounts alongside our Billing Specialist, and take proactive steps to stir up more billable work or preventative maintenance calls when revenue needs a boost.
• Billing Supervision & Support: Supervise our Billing Specialist, act as the point of escalation for job cost and RTI questions, provide constructive feedback on billing accuracy, and ensure company invoicing deadlines are consistently met.
• Culture, Energy & Can-Do Morale: Set an upbeat, high-standard tone every day. Maintain a high-trust, low-drama, solution-oriented workplace where teammates support each other and take pride in their work.
• Full-Lifecycle People Leadership: Lead hiring from initial screening to job offers. Deliver candid, direct performance reviews, collaborate with Ownership on wage adjustments and earned raises, and handle employee terminations professionally and decisively when standards are not met.
• Warm, Exceptional Customer Care: Ensure every client contact--whether by phone, email, or customer portal--is met with a pleasant, professional, and solutions-oriented attitude. Coach the team to deliver five-star service to restaurant operators dealing with urgent equipment failures.
• Front-Line Office Operations: Learn every operational desk (dispatch, call intake, parts, quoting) to provide true cross-functional coverage during peak surges, lunch breaks, or time‑off.
• 24-Hour Quote Standard: Supervise the Calls Coordinator to ensure service and repair quotes are submitted within 24 hours. Balance the quoting queue dynamically so jobs stay on track.
• Software Implementation: Act as the lead project owner for our new Field Service Management software rollout. Learn current workflows inside and out, test system setups, lead team training, and drive full operational adoption.
• Service Expansion & Capacity Building: Lead the operational hiring, onboarding, and training of additional dispatch and support personnel as we expand our service hours and customer coverage models. Provide hands‑on leadership during critical coverage transitions.
• HR, Payroll & Benefits Administration: Process weekly timecards and payroll, manage benefits plan administration (medical, dental, vision, retirement), and maintain organized employee records.
• Industry Engagement: Occasionally travel to represent Reed Restaurant Repair at industry trade shows, networking events, and vendor conferences.

What We Are Looking For

• Trade or Commercial Service Background: 2+ years of office management, dispatch operations, or service coordination experience in commercial HVAC/R, foodservice equipment repair, plumbing, electrical, or facilities maintenance.
• Operational Drive & Goal Tracking: Experience monitoring daily/monthly billing goals, keeping tabs on AR/past-due accounts, and running structured operational meetings that touch on KPIs, HR milestones, and field issues.
• Assertive, Can-Do Leadership: A proactive, energetic self-starter with a positive attitude who leads by example, handles pressure with composure, and is fully comfortable conducting difficult conversations, performance reviews, and terminations when necessary.
• Hands-On Approach: An operational leader who prefers staying active in daily operations over sitting in an isolated office. You see a bottleneck, jump in, solve it, and build a better process.
• Exceptional Communication Skills: A true people person--warm, professional, and pleasant when speaking with restaurant owners, kitchen managers, vendors, and technicians.
• Tech-Savvy & Implementation Experience: Strong proficiency in Google Workspace and experience working inside Field Service Management software (such as ServiceTitan, Jobber, FieldEdge, BuildOps, or similar platforms). Experience with software transitions is a major plus.
• Schedule Flexibility: Primary daytime business hours, with willingness to provide occasional weekend onboarding or coverage support during peak operational surges, along with occasional travel for industry trade shows.

Compensation & Benefits

• Base Salary: $65,000 - $85,000 per year, based on experience
• Medical, Dental, and Vision Insurance
• 401k Retirement Plan
• Paid Company Holidays
• Accrued Paid Time Off (PTO)
• Professional development, paid training, and industry trade show travel
• Schedule: Full-time daytime schedule, primarily Monday through Friday, with occasional weekend availability required during team onboarding, expanded coverage rollouts, or trade show travel