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.

• Maintainaccurate, real-time financial records by ensuring seamless data flow betweenServiceTitanandQuickBooks.

• 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.

• Overseecollectionsprocesses, ensuring field technicians areutilizingproper payment-at-time-of-service practices to minimize aging AR.

• Manage vendor payments,monitorequipment/partspricing discrepancies, andmaintainthorough expense tracking.

2.ServiceTitan& Systems Administration

Serve as the internal champion and primary administrator forServiceTitan, ensuring the software isoptimizedto drive company efficiency and profitability.

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

• Audit and verifyjob costing datacoming fromServiceTitan(ensuring materials, labor, and subcontractor costs are properlyallocatedto jobs).

• Collaborate with Service and Installation Managers to review job profitability, track gross margins, andmonitorrevenue 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 withinServiceTitanto 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, andthe dailyadministrative 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.

• Proactivelyidentifyand 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,optimizedispatch efficiency, andmaintainhigh customer satisfactionfor office staff members.

• Serve as the liaison for the organization’s IT service provider, coordinating officevisitsandprioritization ofsolutions.

4. Human Resources & Onboarding Support

Support thepeopleoperations 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, andmonitortime off balances.

• Assistleadership 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 agingmaintainedbelow 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 variancesmaintainedwithin a strict 2–3% margin of error.

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

• Data Integrity:Zero backlogs in warranty registrations,permitfilings, and