HVAC Office Admin

Job Description

Job Description

You'll be responsible for the administrative side of the business, working directly with the owner, technicians, and customers.

Responsibilities include:

- Managing the daily office operations

- Handling customer calls and customer service

- Invoicing and billing

- Accounts receivable and collections

- Processing paperwork and keeping records accurate

- Following up on estimates and outstanding work

- Managing maintenance agreement paperwork and renewals

- Coordinating information between the office, technicians, and customers

- Entering/coordinating payroll, benefits, and other administrative duties

- Keeping the office & staff organized and on top of deadlines

- Helping improve the way we do things as the company continues to grow

WHAT WE'RE LOOKING FOR

We're looking for someone who:

• Has small office management experience

• Is organized and pays attention to details

• Is comfortable dealing directly with customers

• Can handle multiple responsibilities without getting overwhelmed

• Takes initiative and doesn't need to be constantly directed

• Is dependable and follows through

• Has good computer skills and is skilled with learning new software (in place, as needed)

• Is professional and works well with a small team

Experience in HVAC or another service business is a plus, but the right office manager with the right attitude and skills will be considered.

WHY PRIME?

PRIME is a long-established, locally owned HVAC company with a strong reputation for quality work and taking care of our customers.

We're looking for someone who wants a long-term position and a real role in the company, not just another job.

If you're an experienced office manager who likes being responsible, solving problems, and keeping a business organized, we'd like to meet you.

$45,000–$70,000+ depending on experience

Prime Heating & Cooling LLC

You should be proficient in:

• Leadership / People Management
• Standard Operating Procedures (SOPs)
• Human Resources
• Workers’ Compensation
• Recruiting
• Family and Medical Leave Act (FMLA)
• Coaching and Mentoring Experience
• Scheduling Experience
• Business Insurance

Prime Heating & Cooling is a locally owned HVAC company based in Smithfield, serving residential and light commercial customers throughout Rhode Island and nearby Massachusetts. We specialize in heating, air conditioning, heat pumps, boilers, and indoor comfort solutions.

Our promise of “Five Star Service” starts with quality workmanship, honest communication, and care for our customers. We’re looking for dependable people who take pride in their work, support their teammates, and want to help build a company they’re proud to represent.

Company Description

Prime Heating & Cooling is a locally owned HVAC company based in Smithfield, serving residential and light commercial customers throughout Rhode Island and nearby Massachusetts. We specialize in heating, air conditioning, heat pumps, boilers, and indoor comfort solutions.Our promise of “Five Star Service” starts with quality workmanship, honest communication, and care for our customers. We’re looking for dependable people who take pride in their work, support their teammates, and want to help build a company they’re proud to represent.