We are a growing HVAC/service company looking for a reliable and detail-oriented Office Manager / Accounting Coordinator to handle day-to-day accounting and office operations.
This position is ideal for someone who understands the flow of service work, invoicing, collections, and job costing, and can keep both financials and office operations running smoothly.
Responsibilities
- Manage Accounts Payable (A/P) – enter invoices, match purchase orders, process weekly payments
- Manage Accounts Receivable (A/R) – invoice completed jobs, track aging, and follow up on collections
- Perform weekly bank reconciliations
- Maintain and update cash flow tracking and budgets
- Monitor job costing and profit margins on completed HVAC jobs
- Process payroll (review and submit technician timecards)
- Handle pre-liens and lien waivers for larger jobs
- Coordinate COIs and required customer documentation
- Assist with customer communication and account follow-up
- Support new hire onboarding and basic HR admin tasks
- Maintain organized records and support daily office operations
Requirements
- 3+ years experience in bookkeeping, accounting, or office management
- Strong knowledge of A/P, A/R, and bank reconciliations
- Experience with QuickBooks or similar software
- Highly organized with strong attention to detail
- Ability to multitask and prioritize in a fast-paced environment
- Strong communication and follow-up skills
Preferred (Not Required)
- Experience in HVAC, construction, or service industry
- Familiarity with job costing or dispatch/service software
- Experience with payroll systems (ADP or similar)
- Knowledge of lien processes and project billing
Ideal Candidate
You’re someone who:
- Understands the flow from service ticket → invoice → payment → job profitability
- Can stay on top of collections without letting things age out
- Is comfortable working closely with both office staff and field technicians
- Takes ownership and keeps things moving without constant direction
How to Apply
Submit your resume for consideration. Company details will be shared with qualified candidates during the interview process.
Company Description
Commercial/industrial HVAC service company