HVAC Office Manager ( Near MCO Airport)

HVAC Office Manager

Join a fast-growing team where your leadership, organization, and operational skills drive efficiency and customer satisfaction.

Why This Role Matters

As an HVAC Office Manager , you are the central hub of our operations-ensuring the Installation Department and office functions run smoothly, efficiently, and with precision. You'll lead coordination efforts across scheduling, materials, communication, and administrative workflows, enabling field teams to focus on execution and delivering an exceptional customer experience.

If you thrive in a fast-paced environment, enjoy leading processes, and take pride in keeping teams aligned and organized-this role is for you.

What You'll Do

Scheduling & Operational Coordination

• Oversee scheduling of HVAC installation jobs based on crew availability and job scope
• Partner with Sales to ensure job accuracy and readiness prior to scheduling
• Manage and optimize the installation calendar to maximize efficiency
• Communicate scheduling details and expectations clearly with customers

Materials & Inventory Oversight

• Oversee ordering of equipment, materials, and accessories for scheduled jobs
• Ensure all materials are delivered and ready prior to installation
• Monitor inventory levels and resolve shortages proactively
• Coordinate job staging to ensure accuracy and readiness

Office Operations & Documentation

• Ensure accuracy of job details, equipment specifications, and system configurations
• Maintain complete and organized records within CRM/ERP systems
• Provide field teams with all necessary job information prior to dispatch
• Track job progress and maintain real-time updates

Follow-Up & Quality Assurance

• Oversee scheduling of reinspections, quality checks, and follow-up work
• Ensure all outstanding items are completed in a timely manner
• Maintain strong communication with customers regarding next steps

Leadership & Cross-Functional Support

• Serve as the primary point of contact for scheduling, materials, and job readiness
• Communicate updates, delays, and operational challenges to leadership and field teams
• Collaborate with Sales, Customer Service, and Operations to ensure seamless workflow
• Support office staff and promote a high-performing, team-oriented environment

What Success Looks Like

• Efficient scheduling with minimal downtime or delays
• Accurate job preparation and material readiness
• Strong communication across teams and with customers
• Organized, compliant, and efficient office operations

What You Bring

• Experience in HVAC, construction, office management, or service coordination preferred
• Strong leadership, organizational, and multitasking skills
• Excellent communication and customer service abilities
• Proficiency with CRM/ERP systems (ServiceTitan a plus)
• Ability to thrive in a fast-paced, high-volume environment
• Strong attention to detail and accuracy
• Proactive problem-solving and decision-making skills

Who You Are

You're a highly organized leader who thrives on keeping operations running smoothly. You anticipate challenges, communicate effectively, and take ownership of both team success and customer experience.

Why Join Us

• Career growth and advancement opportunities
• Competitive pay
• Dynamic, team-oriented environment
• The opportunity to make a direct impact on operations and customer satisfaction

Ready to lead the operations that keep everything running? Apply today and help drive excellence across our HVAC team.