Operations & Office Manager

**Operations \& Office Manager – HVAC/Mechanical/Plumbing Services** **Position Summary** We are seeking a highly organized and proactive Operations \& Office Manager to support our growing HVAC/Mechanical \& Plumbing Company. This role will oversee office administration, dispatching, accounting support, vendor coordination, process improvement, and internal systems organization. This is a ground\-floor opportunity to build out our operations infrastructure — over time, responsibilities will be delegated as the team grows. The ideal candidate is detail\-oriented, a self starter tech\-savvy, comfortable leveraging AI tools and automation to improve workflows, \& loves to create and implement systems and processes in order to streamline operations and sales, while supporting both the office team and field technicians. **Key Responsibilities** **Process Improvement \& Systems Management** * Create, document, and maintain Standard Operating Procedures (SOPs) * Develop processes for: * Reviewing contracts * Sending documentation to General Contractors (GCs) * Managing change orders * Daily reporting processes * Help automate workflows, reporting, and document management * Ensure all required project documents are properly submitted and stored * Create failsafe systems for contract and bid package documentation * Streamline communication and collaboration across teams **CRM, Technology \& Communications** * Assist in setting up and managing CRM systems * Help implement phone systems with call recording capabilities * Track customer communication and follow\-up schedules * Collect and organize operational data for team visibility and reporting **General Administrative \& Office Operations** * Answer and manage incoming phone calls \& walk ins * Set up and maintain cloud\-based document storage and organization systems * Oversee and execute projects such as(transitioning company systems to G Suite/Google workspace, eliminate VPN dependency, setup hierarchy of folders and digital documentation systems, **Accounting \& Financial Support** * Manage accounts receivable and accounts payable * Process employee timecards and payroll support * Monitor vehicle expenses, fuel tracking, and fleet\-related costs * Ensure checks and balances are in place for proper documentation and approvals for all systems * Track project\-related documentation and financial records **Dispatch \& Service Coordination** * Dispatch and schedule service technicians efficiently until department has grown enough to hire a full time person * Coordinate with vendors for residential service ordering and materials * Track service calls, current projects, and future job schedules * Maintain and update bid tracking lists and project status reports * Assist in organizing and streamlining bidding processes **Marketing \& Business Support** * Assist with light marketing efforts * Create monthly newsletters for General Contractors and Service Customers * Support company social media and LinkedIn activity * Help maintain professional communication materials and outreach **Qualifications** * Ability to improve systems and create efficient workflows * Previous experience in office management, operations coordination, dispatching, or administrative support * HVAC, construction, mechanical, or service industry experience preferred * Strong organizational and multitasking skills * Experience with Google Workspace/G Suite, CRM systems, and cloud\-based software * Knowledge of accounts receivable/payable processes * Strong communication and customer service skills * Dtail\-oriented with strong follow\-through * Proficiency in QuickBooks accounting software as well as general bookkeeping practices. Salary $50,000\-$60,000 Full Benefits Package Pay: $50,000\.00 \- $60,000\.00 per year Benefits: * 401(k) * Dental insurance * Employee discount * Flexible schedule * Health insurance * Paid time off Application Question(s): * Are you willing to work in office, located in Gilbert? Work Location: In person