Office Manager (HVAC Experience Required)

Salary: $40k-$60k annual

About A/C Authority Inc

A/C Authority is a fast-growing, state-licensed HVAC company serving the Treasure Coast since 2019. We specialize in residential and light commercial service, maintenance, and installations built on trust, technology, and teamwork.

Were expanding rapidly and looking for a high-performance Office Manager who can thrive in a demanding, fast-paced environment. This isnt a clock-punching position its a leadership role for someone who takes full ownership of results, keeps operations tight, and maintains a calm, confident energy no matter how busy things get.

Position Overview

The Office Manager (Office Lead) is the heartbeat of our operations. Youll oversee dispatching, scheduling, billing, HR coordination, and compliance while keeping communication clear and the business running at top efficiency.

This role requires discipline, strong leadership, multitasking ability, and an unmatched work ethic. Youll be the go-to person who ensures technicians, customers, and ownership all stay aligned. Expect early starts, late finishes, and the satisfaction of knowing youre steering the ship every day.

Key Responsibilities

• Lead and coordinate all office operations with urgency and precision
  
• Manage daily dispatch and scheduling through Housecall Pro, ensuring field efficiency
  
• Oversee billing, payments, and reconciliations in QuickBooks Online
  
• Track accounts payable/receivable and maintain accurate financial records
  
• Oversee warranty and permit documentation, submissions, and follow-ups
  
• Support HR: onboarding, time tracking, payroll coordination, and compliance
  
• Manage fleet records, insurance renewals, and maintenance scheduling
  
• Track maintenance membership renewals and reporting metrics
  
• Supervise, coach, and hold the Office Assistant accountable for task completion
  
• Communicate effectively with ownership and field leadership on priorities
  
• Anticipate issues, make quick decisions, and keep operations running smoothly
  
• Maintain professionalism, even under high volume and tight deadlines
  

Qualifications

• 3+ years in an HVAC or service-industry office leadership role
  
• Deep understanding of dispatch, scheduling, and customer flow
  
• Strong working knowledge of Housecall Pro, QuickBooks Online, and Google Workspace
  
• Confident managing billing, A/R, A/P, and job cost tracking
  
• Comfortable with mechanical permits, warranties, and vendor coordination
  
• Excellent communication, problem-solving, and leadership skills
  
• Highly organized, dependable, and self-motivated
  
• Willing to work early mornings and stay late when needed to keep operations on track
  
• Valid Drivers License and background check required
  
  

Work Expectations

• On-site daily at our Port St. Lucie office this is not a remote or hybrid role
  
• Standard hours are 7:30 AM 4:30 PM, but early starts and late finishes are common during peak demand
  
• Expect 5060 hours/week during summer and winter seasons
  
• Must handle high volume, constant change, and firm deadlines with composure
  
• The right candidate thrives in a fast-moving, accountability-driven environment
  
  

Compensation & Benefits

• Pay: $20$30 per hour (equivalent to $41,600$62,400 annually), based on experience
  
  
• Benefits:
  
  • Health, dental, and vision insurance
    
  • 401(k) with company match
    
  • Paid holidays and PTO (vacation, sick, and personal)
    
  • Ongoing professional development and advancement opportunities
    
    

Who You Are

• A leader who takes full ownership no excuses, no drama
  
• A multitasker who thrives in organized chaos
  
• A calm problem-solver under pressure
  
• Someone who shows up early, stays until its done, and takes pride in excellence