Office Manager

Job Description

Job Description

We are looking for an experienced Office Manager to support the daily financial and administrative operations of a service-focused, UNION HVAC business in Itasca, Illinois. This role blends office coordination, accounting oversight, and team support, with a strong emphasis on accurate billing, receivables management, and responsive communication across field and office functions. The ideal candidate brings hands-on experience in a service industry environment and can keep workflows organized while maintaining high standards of accuracy and professionalism.

Responsibilities:

• Direct daily office operations and monitor financial activity for the service department to keep processes efficient and well organized.

• Manage service-related billing from initial preparation through final documentation, including waiver processing and customer invoicing requirements.

• Oversee accounts receivable functions by tracking outstanding balances, following up on collections, and completing routine account reconciliations.

• Process certified payroll accurately and maintain compliance with applicable union rules, reporting obligations, and payroll standards.

• Use QuickBooks to record transactions, maintain financial records, and produce regular accounting reports for operational review.

• Partner with technicians, dispatch personnel, administrative staff, and clients to coordinate work, address service issues, and support smooth day-to-day operations.

• Supervise and coach team members while reinforcing consistent administrative practices and strong service support.

• Identify opportunities to strengthen billing, collections, and related office procedures to improve accuracy and workflow efficiency.

• At least 5 years of experience in the service industry with direct exposure to both field operations and service office administration.
• Strong working knowledge of QuickBooks for daily accounting activities and financial reporting.
• Demonstrated background in billing, accounts receivable, collections, and account reconciliation.
• Experience handling certified payroll, industry-specific billing documentation, and waiver-related processes.
• Familiarity with union environments; experience working with Local 597 or similar union requirements is preferred.
• Effective communication skills with the ability to work productively across office teams, field staff, and customers.
• Highly organized and detail oriented, with the ability to manage multiple priorities in a fast-paced setting.