HVAC Office Manager

Job Summary:

The HVAC Office Manager is responsible for overseeing the daily operations, financial administration, and customer service workflows of Northern Air. This pivotal role ensures accurate financial reporting, strong internal controls, and seamless coordination between dispatch, the field, and leadership. By optimizing office workflows, maximizing the use of our service software, and maintaining financial clarity, this position ensures our technicians and comfort advisors are fully supported to deliver exceptional service to our customers. This position reports to the Controller with Vuelo Investments regarding Financial Elements of the job and works closely with the Northern Air General Manager on reporting and margin management.  

Key Responsibilities:

1. Financial Management & Accounting 

Manage day-to-day accounting operations to ensure the financial health of the company, bridging the gap between field invoicing and corporate accounting. 

• Manage day-to-day accounting operations including Accounts Receivable (AR), Accounts Payable (AP), and bank reconciliations. 

• Maintain accurate, real-time financial records by ensuring seamless data flow between ServiceTitan and QuickBooks. 

• Perform weekly payroll processing, verify technician incentive/commission tracking, and ensure hourly/piece-rate accuracy. 

• Prepare monthly financial reports, aging AR reports, and key operational dashboards for leadership review by the 10th of each month. 

• Oversee collections processes, ensuring field technicians are utilizing proper payment-at-time-of-service practices to minimize aging AR. 

• Manage vendor payments, monitor equipment/parts pricing discrepancies, and maintain thorough expense tracking. 

2. ServiceTitan & Systems Administration 

Serve as the internal champion and primary administrator for ServiceTitan, ensuring the software is optimized to drive company efficiency and profitability. 

• Maintain accurate customer records, customer memberships (maintenance agreements), and the company's digital price book. 

• Audit and verify job costing data coming from ServiceTitan (ensuring materials, labor, and subcontractor costs are properly allocated to jobs). 

• Collaborate with Service and Installation Managers to review job profitability, track gross margins, and monitor revenue per payroll dollar KPIs. 

• Monitor and enforce proper software usage and mobile workflows by both office staff and field technicians. 

• Implement automation, custom dashboards, and workflow improvements within ServiceTitan to maximize ROI on the software. 

3. Office Administration & Compliance 

Maintain highly organized administrative systems to support a fast-paced, high-volume home services environment. 

• Oversee general office administration, facility maintenance, and the daily administrative workflow. 

• Manage and track municipal permits, HOA approvals, utility rebates, and equipment warranty registrations. 

• Maintain organized systems for equipment financing documentation, maintenance agreements, and commercial service contracts. 

• Proactively identify and implement improvements to internal administrative procedures to reduce friction between the office and the field. 

• Partner with the Installation and Service Manager for Customer Service operations to maximize call-booking rates, optimize dispatch efficiency, and maintain high customer satisfaction for office staff members. 

• Serve as the liaison for the organization’s IT service provider, coordinating office visits and prioritization of solutions.  

4. Human Resources & Onboarding Support 

Support the people operations of Northern Air, ensuring compliance and a welcoming onboarding experience for new team members. 

• Support the onboarding process for new field technicians and office staff, working with HR to ensure successful onboarding.  

• Execute payroll, deductions, and monitor time off balances.  

• Assist leadership with tracking employee compensation plans, certification renewals (EPA, NATE, etc.), and performance metrics. 

• Document certifications and organizational licenses.  
  
  

Success in this role will be measured against the following metrics: 

• AR Management: Accounts Receivable aging maintained below 5% for invoices outstanding over 60 days (with a high focus on cash-on-delivery collection rates). 

• Financial Timeliness: Accurate monthly financial close completed and delivered to leadership by the 10th of each month. 

• Job Costing Precision: Job costing variances maintained within a strict 2–3% margin of error. 

• Operational Efficiency: Maintenance of optimal dispatch capacity and measurable call-booking efficiency targets for the CSR team. 

• Data Integrity: Zero backlogs in warranty registrations, permit filings, and ServiceTitan-to-QuickBooks batching errors. 

Requirements (min):

• A minimum of 5 years of professional experience in office management, financial administration, or operations management. 
• Experience in customer service.

• Solid, demonstrable understanding of basic accounting principles and bookkeeping workflows. 

• Hands-on proficiency with QuickBooks (Online or Desktop) or a comparable accounting platform. 

• Exceptional organizational skills and the ability to multitask effectively in a high-volume, interrupt-driven environment. 

Requirements (preferred):

• Prior experience in the HVAC, plumbing, electrical, or broader home services industry (Highly Preferred). 

• Direct, advanced experience utilizing ServiceTitan for dispatching, price book management, and accounting integration. 
• Proven leadership capabilities with experience supervising administrative or customer-facing staff. 

• Strong understanding of HVAC-specific metrics (e.g., dispatch fee conversion, maintenance agreement retention, gross margin per job). 

• Associate’s or Bachelor’s degree in Business Administration, Accounting, or a related field. 

Benefits:

• Health, Dental, Life, Vision, Aflac, Paid Holidays, Paid Time Off, sick leave, 401(k) and match
• Career Growth: We invest in our employees and want them to grow with us.
• Supportive Culture: We're a locally owned company with a tight-knit, experienced team with an average tenure of 9 years, over 2X the industry average.

Salary range: $65-75k/yr., variable with experience.