HVAC Office Manager

Job title: HVAC Office Manager

Type of employment: Full-time Remote

Shift Schedule: 8:00 AM-5:00 PM Eastern time

High-level summary

Support the company as an HVAC Office Manager responsible for helping the CEO manage day-to-day office operations, team coordination, administrative workflows, and service-related support.

This role is ideal for someone with strong HVAC industry knowledge, excellent organization skills, leadership ability, and a willingness to learn and take ownership of tasks.

The person in this role will act as the CEO's right hand, working closely with the CEO and another office assistant to keep operations organized, tasks assigned, and the business running smoothly.

About the Company:

An HVAC service business that supports customers with heating, ventilation, and air conditioning needs.

The company requires strong office leadership and operational support to help manage daily administrative tasks, customer/service workflows, internal coordination, and team follow-through.

Company core values:

• Industry expertise — values team members who understand the HVAC field and can support operations with practical industry knowledge.
• Organization — committed to keeping office workflows, customer needs, schedules, and internal tasks organized.
• Leadership — encourages ownership, accountability, and the ability to guide others in daily operations.
• Continuous learning — values someone who is willing to learn, improve, and grow with the company.
• Dependability — prioritizes follow-through, reliability, and consistent support for the CEO, office team, and customers.

Objective of this role:

• Serve as the CEO's right hand in managing office operations and HVAC-related administrative workflows.
• Help organize, assign, and monitor tasks between the office team and internal operations.
• Use HVAC industry knowledge to support scheduling, customer communication, job coordination, and service-related administration.
• Provide leadership and structure to ensure tasks are completed accurately and on time.

Responsibilities:

Office management and CEO support

• Support the CEO with daily office operations, administrative tasks, and business priorities.
• Act as a key point of support for organizing tasks, tracking follow-ups, and keeping operations moving.
• Assist the CEO in assigning tasks to the office assistant and monitoring completion.
• Help identify what needs attention, what needs to be delegated, and what needs follow-up.

HVAC operations support

• Use HVAC industry knowledge to support service-related office workflows.
• Assist with organizing customer requests, job details, service needs, and internal updates.
• Help ensure HVAC-related information is communicated accurately and clearly.
• Support coordination between the office, field team, and leadership as needed.

Team coordination and leadership

• Work closely with the CEO and office assistant to coordinate daily priorities.
• Help guide office workflows and ensure assigned tasks are completed.
• Communicate expectations clearly and follow up on outstanding work.
• Support a productive, organized, and accountable office environment.

Administrative organization

• Maintain organized files, records, schedules, customer information, and operational documents.
• Help manage recurring office tasks, follow-ups, and internal processes.
• Support process improvements to make office operations more efficient.
• Keep information accurate, accessible, and up to date.

Customer and internal communication

• Communicate professionally with customers, team members, vendors, and internal staff as needed.
• Help ensure customer requests or service-related concerns are routed and followed up on properly.
• Provide clear updates to the CEO regarding task status, issues, or operational needs.

Required skills and qualifications:

• HVAC industry experience.
• Strong understanding of HVAC office operations, service workflows, or field-related coordination.
• Strong organizational skills and ability to manage multiple priorities.
• Leadership ability and comfort assigning, tracking, or coordinating tasks.
• Willingness to learn, adapt, and take on more responsibility over time.
• Ability to act as a right hand to the CEO and provide dependable daily support.
• Strong communication skills with customers, internal team members, and leadership.
• Proactive, accountable, and able to follow through with minimal supervision.
• Detail-oriented and able to keep office information, tasks, and workflows organized.
• Comfortable working closely with another office assistant and supporting team productivity.

Preferred skills and qualifications:

• Prior experience as an HVAC Office Manager, Service Coordinator, Dispatcher, Administrative Manager, or Operations Assistant.
• Experience supporting an HVAC owner, CEO, general manager, or operations leader.
• Experience coordinating schedules, service calls, customer follow-ups, invoices, work orders, or field team communication.
• Experience leading or supervising administrative staff.
• Familiarity with HVAC service software, CRM systems, scheduling tools, or office management platforms.
• Experience improving office processes, organizing workflows, or creating structure in a growing service business.