Office Manager

GeauxHVAC is seeking an experienced Office Manager to run the daily operations of our office and lead its growth as our company expands. This is not a maintenance role. We are growing, and the office must grow with us — which means building systems, developing staff, and setting the standard for how the administrative side of this business operates. Day to day, you will manage everything that keeps the office moving: weekly payroll, collections, vendor payments, compliance and licensing, scheduling support, and the constant stream of smaller items that surface before mid-morning. Beyond that, you will serve as the leader of growth in this office — holding one‑on‑ones with office staff, developing the people around you, planning company events, and identifying and correcting inefficiencies before they become problems. We want to be direct about what this position involves. It is a demanding role with significant scope. You will manage competing priorities within the same hour, and the pace does not ease during peak season. We would rather you understand that before applying than discover it in your third week. If you do your best work in a quiet, predictable environment, this position is not the right fit. If you perform well when there is a great deal in motion and you are trusted to prioritize it yourself, we would like to hear from you. Essential Duties and Responsibilities Managing Daily Operations Own the daily operation of the office — set the pace, keep work moving, and ensure nothing falls through Prioritize competing demands in real time and determine what is handled immediately versus deferred Serve as the primary point of contact for internal and external communication Maintain office supplies, equipment, technology, and facilities proactively Driving Office Growth Serve as the leader of growth within the office — identify inefficient, broken, or manual processes and correct them Conduct regular one‑on‑ones with office staff to coach, develop, and hold them accountable Build and document standard operating procedures so critical processes are transferable rather than dependent on one individual Plan and execute company events, team meetings, and employee appreciation efforts Recommend and implement improvements to workflow, systems, and office standards Support the growth of the administrative team as we scale, including participation in hiring and training Accounts Receivable and Payable Own accounts receivable — invoice completed jobs same-day, review AR aging weekly, and conduct collection calls on aging balances Own accounts payable — enter vendor bills, match to purchase orders, and pay vendors within terms Reconcile vendor statements and resolve billing discrepancies Collect, code, and document company credit card receipts Work with our outside accounting firm as needed, providing documentation and support on request Submit and track manufacturer and utility rebates through to payment Payroll and Human Resources Process weekly payroll accurately and on time, including timecard review, commissions, and PTO tracking Administer human resources functions — onboarding, employee files, accident and incident reports, performance documentation, and benefits enrollment Maintain all employee records with complete confidentiality Licensing and Compliance Maintain all company and employee licensing, certifications, and renewals, including LSLBC credentials, continuing education requirements, and EPA certifications Maintain general liability and workers' compensation coverage and support the annual workers' compensation audit Customer and Field Support Administer maintenance agreements and membership renewals Resolve customer escalations Serve as backup to the dispatcher and participate in a rotating on‑call schedule Deliver a weekly written performance scorecard to ownership Key Tasks and Daily Activities Establish daily priorities and adjust as circumstances change Invoice completed jobs and post customer payments in ServiceTitan Work the accounts receivable aging list and conduct collection calls Enter vendor bills, match to purchase orders, and prepare payment runs for approval Review timecards and process weekly payroll Conduct scheduled one‑on‑ones with office staff Maintain the licensing and renewal calendar, working a minimum of 30 days ahead of every deadline Answer and route incoming calls and correspondence Cover the dispatch board during overflow periods or dispatcher absence Document processes as they are built Manage interruptions, escalations, and unplanned issues inherent to a growing company Key Performance Indicators Accounts Receivable: Balances over 30 days held under 5% of total Rev Payroll Accuracy: Processed on time weekly with minimal corrections Compliance: Zero license, certification, or insurance lapses; all renewals completed 30 or more days early Documentation Accuracy: Customer, vendor, and employee records complete and accurate in ServiceTitan Team Development: One‑on‑ones conducted consistently with measurable improvement in office staff performance Process Improvement: Documented standard operating procedures and demonstrable efficiency gains Attendance and Reliability: Consistently on time, prepared, and dependable Required Qualifications and Skills Previous office management or administrative experience required Experience processing payroll from start to finish Demonstrated ability to lead and develop people, not solely complete tasks Comfortable conducting collection calls professionally and persistently Able to manage multiple competing priorities without losing track of any Strong attention to detail with the ability to follow work through to completion Ability to handle confidential payroll, employee, and customer financial information with discretion Strong written and verbal communication skills Proficient with computers, email, and standard office software Valid driver's license Ability to pass a background check and drug screening Professional demeanor and appearance Dependable, coachable, and composed under pressure Preferred Experience Office management within a trades, construction, or home‑service company ServiceTitan experience — strongly preferred and reflected in starting pay Experience supervising, coaching, or developing administrative staff Collections and accounts receivable experience Experience with contractor licensing, permits, or insurance documentation Experience building or documenting office processes within a growing company Dispatching or technician scheduling experience Human resources or employee records experience Physical Requirements Primarily an in‑office role involving prolonged sitting and computer work Ability to lift up to 25 lbs Occasional standing, bending, reaching, and filing Extended periods of screen and telephone use Comfortable working in both office and shop environments Work Environment and Schedule Monday through Friday, 8:00 AM to 5:00 PM, with seasonal adjustments as needed Overtime may be required during peak season In‑office position based in Gonzales, LA Participation in a rotating on‑call schedule shared with the dispatcher Service area includes Ascension Parish, Baton Rouge, Prairieville, and surrounding areas Regarding pace and workload. Payroll is processed 52 times per year. The accounts receivable list is worked every week without exception. During July and August, call volume is heavy, multiple team members will require your attention simultaneously, and payroll deadlines remain unchanged. Some weeks you will complete your list; others you will carry work forward. We are a small team, which means this role carries genuine ownership. Compensation and Benefits Hourly Pay: $24–$35 per hour, based on experience, ServiceTitan proficiency, and performance Pay Progression: Defined pay tiers with written milestones, so advancement requirements are clear from day one. Reviewed at 90 days, 6 months, and annually thereafter Health Insurance: Full health, dental, and vision benefits after 90 days Paid Time Off: Provided Equipment: Computer and all required software provided Career Growth: As a growing company, we fill positions by best fit and prefer to promote from within rather than outsource. Additional Benefits: Weekly team meetings, paid training, professional development, and family‑friendly company events Company Overview and Culture At GeauxHVAC, we do more than install HVAC systems — we care for people. We are a family‑run company focused on clean, intentional work and on building a team our customers can trust in their homes. We believe in quality over shortcuts, strong communication, and training people properly. We are looking for team members who take pride in their work, remain coachable, and want to grow as the company grows. Courageous – We own our work and face challenges head‑on. Ascend – We level up daily, personally and professionally. Reliable – We show up, follow through, and do it right. Efficient – We work smart, stay prepared, and don't waste time. We are a team of 10 and growing. This role carries real ownership, real visibility, and real responsibility. The right person will look back in two years at an office they built. 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