Office Manager

Job Description

Job Description

Office Manager / Customer Service Representative

Ideal Mechanical Services LLC is seeking an organized, dependable, and customer-focused Office Manager / Customer Service Representative to support the daily operations of our growing HVAC company.

This is a key role responsible for customer communication, scheduling, administrative tasks, and coordination between our customers, technicians, vendors, and local municipalities. We're looking for someone who is proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.

Compensation & Benefits

Pay: $25.00–$35.00 per hour, based on experience

Full-Time | Monday–Friday | 7:30 AM–4:00 PM

This is an in-office position and is not eligible for remote work.

We offer:

• Health insurance after 90 days
• Dental and vision insurance
• Paid Time Off (PTO)
• 401(k) with company match
• Performance-based bonuses
• Consistent Monday–Friday schedule
• Long-term growth opportunity

Responsibilities

• Answer incoming calls and provide professional, friendly customer service.
• Schedule service calls, maintenance appointments, and estimates.
• Monitor maintenance agreements and proactively schedule customers when service is due.
• Monitor and respond to customer communications through Housecall Pro, company text messaging, and email.
• Handle customer questions, scheduling changes, and service requests.
• Pull permits and coordinate inspections with customers and local building departments.
• Coordinate necessary correspondence with municipalities, insurance representatives, and other outside parties.
• Register manufacturer warranties for installed equipment.
• Apply for customer rebates and manage required documentation.
• Process weekly employee payroll.
• Track and coordinate employee PTO.
• Coordinate the company phone rotation for the on-call technician.
• Collect customer checks, maintain payment records, and prepare weekly bank deposits.
• Pay and track assigned recurring company expenses, including fuel, vehicle service, and shop rent.
• Maintain organized and accurate office records.

Qualifications

• Previous office management, customer service, dispatching, or administrative experience preferred.
• Strong customer service and communication skills.
• Excellent organization, time management, and attention to detail.
• Ability to prioritize multiple responsibilities and work independently.
• Comfortable using computers, email, online portals, and scheduling/CRM software.
• Comfortable handling confidential payroll and employee information.
• Housecall Pro experience is a plus.
• HVAC, plumbing, electrical, construction, or home-service industry experience is highly preferred.

What We're Looking For

We're looking for someone who can take ownership of the office's day-to-day responsibilities, anticipate what needs attention, and follow tasks through to completion.

The right candidate will communicate well with customers and employees, stay organized during busy periods, and become a dependable part of our team. Industry experience is preferred, but we will consider candidates with strong office management and customer service experience who are motivated to learn.

Why Work With Us?

At Ideal Mechanical Services, we're a smaller, locally owned company where people know each other and work together as a team . We believe in creating a friendly, supportive work environment where everyone is willing to step in and help each other succeed.

We're proud to offer an alternative to the increasingly corporate environment found at many larger, private-equity-owned companies in the HVAC industry. Decisions are made locally, communication is direct, and our employees aren't just numbers on a spreadsheet.

We want our team members to enjoy coming to work, feel appreciated for what they contribute, and know that when someone needs a hand, the rest of the team is there to help.

As we continue to grow, our goal is to maintain the small-company culture and personal atmosphere that make Ideal Mechanical Services a great place to work.

About Ideal Mechanical Services LLC

Ideal Mechanical Services LLC is a growing Connecticut HVAC company committed to quality workmanship and excellent customer service. We're looking for someone who wants to contribute to that standard and grow with our team.