OFFICE MANAGER - HVAC/R SERVICE COMPANY

Job Description

Job Description

OFFICE MANAGER - HVAC/R SERVICE COMPANY

Reed Restaurant Repair

9044 Marshall Ct, Westminster, CO 80031

Full-Time | Monday-Friday | $65,000 - $85,000 per year

THE OPPORTUNITY

Reed Restaurant Repair is a growing commercial service company serving restaurants and hospitality businesses throughout the Denver metro area. We specialize in commercial HVAC/R, refrigeration, cooking equipment, ice machines, and restaurant facility service.

We are looking for an experienced, assertive, and highly organized Office Manager to take ownership of our day-to-day office operations.

This is a true Office Manager position with broad responsibility. You will oversee office staff, hiring, payroll and benefits, financial processes, dispatch and field support, inventory, customer escalations, company policies, and operational systems.

You will report directly to Ownership and work closely with our Field Managers. We need someone who sees the entire operation, takes initiative, holds people accountable, and makes sure things get done correctly and on time.

This is not a passive administrative role. We are looking for someone who can lead the office and own it.

WHAT YOU'LL OWN

Office Leadership & Daily Operations

Oversee the day-to-day office and supervise Dispatch/Scheduling, Calls Coordination, Parts & Quoting, AP, and AR.

Set expectations, delegate responsibilities, coach employees, follow up on deadlines, and address issues when expectations are not being met.

Keep communication flowing between the office, field, and Ownership while making sure important tasks don't fall through the cracks.

Hiring, Onboarding & Employee Management

Own the hiring process for office and field positions, including job postings, applicant screening, interviews, reference checks, offers, and onboarding.

Coordinate employee check-ins and performance reviews. Gather feedback from direct managers, prepare review information, schedule and facilitate reviews, and ensure follow-up items are completed.

Work with Ownership and direct managers to assess appropriate raises and implement approved compensation changes.

Maintain organized and accurate employee records and required documentation.

Payroll, Benefits & Employee Administration

Own payroll from beginning to end, including reviewing timekeeping, verifying accuracy, processing payroll, and resolving discrepancies.

Manage medical, dental, vision, retirement, PTO, and other employee benefit administration, including enrollments, changes, terminations, and annual renewals.

Serve as the primary office contact for employee questions regarding payroll, benefits, PTO, and company policies.

Financial Oversight

Perform regular bank reconciliations in QuickBooks and help ensure company financial records are accurate and current.

Oversee AP and AR processes and ensure company deadlines for quotes, invoices, work-order completion, collections, and customer follow-up are consistently met.

Review information for accuracy, identify problems, and make sure the appropriate person follows through.

Dispatch & Field Support

Work closely with Dispatch and Field Managers to keep technicians productive, schedules organized, customers informed, and field operations moving.

Help remove scheduling, parts, customer, and communication bottlenecks affecting the field.

Maintain strong communication between office and field teams and address recurring issues by improving the process--not just solving the same problem repeatedly.

Inventory & Parts Control

Work with Field Managers to maintain shop and bay inventory logs, stock counts, parts accountability, and returns.

Coordinate and run quarterly technician van inventory meetings and ensure inventory procedures are followed.

Systems & Software

Lead the implementation of our new field service management software, beginning within your first six weeks.

Coordinate workflows, training, process transitions, and employee adoption while continuing to identify opportunities to improve office efficiency and accountability.

Customer & Operational Escalations

Handle higher-level customer and operational issues that require management involvement.

Resolve what can be handled at the office level and keep Ownership informed of significant staffing, financial, operational, or customer concerns.

Company Culture & Team Organization

Help create a strong connection between our office and field teams.

Plan company get-togethers, holiday parties, meetings, and employee events while helping maintain a positive, professional, and accountable workplace.

We believe strong culture and strong accountability go together.

A DAY IN THE LIFE

No two days at Reed Restaurant Repair look exactly the same--and that's part of the job.

You might start your morning reviewing payroll and timekeeping, checking that work orders are moving toward invoicing, and making sure outstanding quotes are on track.

Next, you may meet with Dispatch about the day's schedule, work through a customer issue, and check in with a Field Manager about technician needs, inventory, or an upcoming hire.

Before lunch, you could interview a technician, complete a reference check, prepare an offer, or make sure a new employee is ready for their first day.

Your afternoon might include a QuickBooks reconciliation, an AP/AR issue, an employee review, benefits administration, or working through the next phase of our field service software implementation.

Then something changes--a customer needs management involvement, a technician needs support, or a deadline needs attention--and you adjust.

Before you leave, you make sure the important pieces are covered, responsibilities are assigned, and nothing critical has been left unfinished.

The goal isn't to personally do everything. The goal is to know what's happening, make sure the right person owns it, step in when necessary, and keep the entire office moving forward.

WHAT WE'RE LOOKING FOR

Trade-Service Experience: Previous experience in HVAC/R, refrigeration, mechanical, plumbing, electrical, construction, commercial facilities, or another field-service/trade environment is strongly preferred.

Leadership: Experience supervising employees, delegating responsibilities, coaching staff, having difficult conversations, and holding a team accountable.

QuickBooks & Financial Skills: Strong hands-on QuickBooks experience, including bank reconciliations. Experience with AP/AR and financial processes is important.

HR & Payroll: Experience with payroll, benefits administration, hiring, onboarding, employee records, and performance reviews is strongly preferred.

Organization: You can manage multiple priorities and deadlines without losing track of the details or assuming something is complete simply because it was delegated.

Technology: Strong working knowledge of Google Workspace and the ability to learn new systems quickly. Field service software, CRM, ERP, dispatch software, or software implementation experience is a plus.

WHO WILL BE SUCCESSFUL HERE

You naturally take ownership.

When something needs to happen, you determine who should handle it, make sure they have what they need, and follow through until it's complete.

You can move between payroll, hiring, dispatch, financials, employee management, customers, inventory, and field operations without losing sight of the bigger picture.

Managing the office doesn't mean personally doing every task. It means making sure every part of the office is functioning the way it should.

You are confident enough to make decisions, organized enough to manage the details, and willing to jump in when the team needs help.

OUR CORE VALUES

Build Genuine Connections - Listen, communicate, and build trust with customers, technicians, coworkers, and vendors.

Always Authentic - Communicate honestly, transparently, and directly.

Strong Enough to Care - Support your team while maintaining high standards and addressing problems when they arise.

Act With Excellence - Pay attention to the details and take pride in doing things correctly.

COMPENSATION & BENEFITS

Salary: $65,000 - $85,000 per year, based on experience

Schedule: Full-time, Monday-Friday, daytime hours. No regular weekends.

Benefits:

Medical, Dental & Vision Insurance

401(k) Retirement Plan

Paid Company Holidays

Accrued PTO

WHY REED RESTAURANT REPAIR?

This is a high-impact management position with direct access to Ownership and real influence over how the company operates.

You will have the opportunity to improve systems, develop employees, strengthen the connection between office and field, implement new technology, and help a growing company operate better.

We aren't looking for someone to simply maintain the office. We're looking for an Office Manager who will own it.

If you have experience managing a fast-paced service office, enjoy solving problems, and want a position where you can make a measurable impact, we'd like to hear from you.

Job Type: Full-time

Pay: $65,000 - $85,000 per year

Work Location: In person - Westminster, CO