Office Manager at Aelott Air Conditioning Plumbing and Heating

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

We are seeking a friendly, organized, and motivated Office Manager to join our growing HVAC & Plumbing company. This role plays a critical role in coordinating daily office and field operations at Aelott Air Conditioning, Plumbing, and Heating, a HVAC and Plumbing Company located in Escondido, CA. We are looking for a team player who can multitask and wear multiple hats and the perfect candidate has experience in ServiceTitan.

Responsibilities:

Administrative & Financial Support

• Process service requests, invoices, and follow-ups
• Enter and manage accounts payable, accounts receivable, and job coding
• Coordinate credit card receipts, expense tracking, and documentation
• Assist with marketing initiatives, licensing, permits, applications, renewals, and project tracking

Payroll & HR Support

• Process weekly payroll, track employee hours and PTO
• Maintain employee documentation and personnel records
• Assist with employee onboarding, offboarding, training coordination, and benefits administration

Customer Service & Scheduling

• Manage the CSRs and Customer Service
• Proactively contact customers to promote and schedule services
• Provide excellent customer service and resolve customer inquiries
• Maintain accurate and up-to-date customer records

Dispatch & Operations

• Dispatch technicians and coordinate daily service schedules
• Communicate effectively with technicians and management
• Track and manage preventative maintenance memberships and scheduling

Qualifications:

• Minimum 5+ years of operational management or administrative experience , preferably in a service-based, construction, or trade environment
• Proven customer service experience
• Experience with ServiceTitan strongly preferred
• Strong organizational, multitasking, and communication skills
• Comfortable working in a fast-paced environment
• Proficient with basic computer systems and data entry
• HVAC or plumbing office experience preferred, but not required

What We Offer:

• Competitive Salary based on experience
• 401k with company matching
• Health Insurance (health, dental, vision)
• PTO

Please submit your resume - we look forward to hearing from you!