Office Management:
- Supervise and manage office staff, including administrative personnel and dispatchers
- Ensure office operations run smoothly and efficiently
- Maintain office supplies and equipment
- Manage office facilities and ensure they are well-maintained, clean, and safe for employees and visitors
- Coordinate office repairs, renovations, and maintenance as necessary
- Oversee office equipment inventory and procurement
- Address tenant concerns/repairs
- Collect rent
Installations:
- Effectively communicate equipment needs with Warehouse/Purchasing Manager
- Manage the scheduling and coordination of HVAC installations
- Communicate with customers to confirm installation details and timelines
- Schedule after installation Quality Checks to ensure installations are completed on time and meet quality standards
Dispatching Management:
- Serve as Manager for dispatching team including after hours support
- Oversee effective management of call schedule
Customer Service:
- Handle customer inquiries, complaints, and feedback professionally and promptly.
- Ensure a high level of customer satisfaction
- Maintain positive relationships with customers and vendors
Human Resources Support:
- Assist in recruitment processes, including posting job openings, scheduling interviews, and onboarding new employees
- Assists in hiring/termination procedures
- Maintain employee and sub contractor records
- Assist in organizing employee training and development programs
Facility Management:
- Manage office facilities and ensure they are well-maintained, clean, and safe for employees and visitors
- Coordinate office repairs, renovations, and maintenance as necessary
- Oversee office equipment inventory and procurement
- Address tenant concerns/repairs
- Collect rent
- Order office supplies as needed
Financial Administration:
- Manage office budgets and expenses, including petty cash, office supplies, and vendor payments
- Prepare financial sales report - Technician sales, call log spreadsheet
- Billing and payment collection from customers and vendors
- Pay Vendors
- Verify collection of warranty/rebate payments from Vendors
- Coordinate financing options with technicians and customers
- Address payments disputes (credit card/financing) etc
Event Coordination:
- Organize office events, meetings, and training
IT and Technology Support:
- Ensure office systems, including computers, printers, and network connections are operational and up to date
- Bring in technical support to optimize computer and phone systems
- Assure proper functionality of phones/line transfers call forwarding
Confidentiality and Data Protection:
- Maintain confidentiality of sensitive information and documents
- Ensure compliance with data protection regulations and company policies regarding data handling and storage
Miscellaneous Duties:
- Perform other duties as assigned by management to support the overall objectives of the organization
Qualifications:
- Proven experience in office management, preferably within the HVAC industry.
- Strong understanding of HVAC services, including installations and maintenance.
- Excellent organizational and multitasking skills.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with dispatching software and CRM systems.
- Strong communication and interpersonal skills.
- Ability to analyze and interpret KPI data.
- High level of attention to detail and accuracy.
- Ability to work independently and as part of a team.
Job Type: Full-time
Pay: $30.00 - $38.00 per hour
Benefits:
- Dental insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Microsoft Office: 5 years (Required)
- Leadership: 5 years (Required)
- Home Services: 5 years (Preferred)
- Dispatching: 3 years (Preferred)
- Human resources management: 1 year (Preferred)
Ability to Commute:
- Houston, TX 77070 (Required)
Ability to Relocate:
- Houston, TX 77070: Relocate before starting work (Required)
Work Location: In person