HVAC Office Manager

Miami Heating and Cooling

Job Description

About the Role

Miami Heating & Cooling is seeking an organized, proactive, and customer focused HVAC Office Manager with at least 3+ years of experience in office administration within the HVAC or trades industry.

In this role, you will be the heart of our office operations handling incoming customer calls, pulling required municipal mechanical permits, dispatching technicians, and managing day to day administrative workflow.

Key Responsibilities

Customer Communication & Call Handling: Answer inbound calls, assist customers with service inquiries, book appointments, and provide friendly, professional customer support.
Permit Management: Prepare, submit, and track local building and mechanical permit applications with municipalities; schedule required city inspections upon job completion.
Dispatch & Scheduling: Coordinate and optimize daily technician schedules, routing service calls and installations efficiently.
Billing & Invoicing: Process job invoices, receive customer payments, and manage accounts receivable/payable records.
Vendor & Parts Support: Order parts, handle purchase orders, process warranty claims with equipment manufacturers, and support field technicians with logistics.
Office Administration: Maintain accurate customer database records, track job files, process paperwork, and assist management with daily business operations.

Qualifications & Requirements

Experience: 3+ years of experience in office management, dispatching, or administrative roles specifically within the HVAC industry.
Permit Knowledge: Proven experience filling out, submitting, and tracking municipal permits and scheduling city inspections.
Communication: Excellent phone etiquette, strong written and verbal communication, and a strong customer service mindset.
Technical/Software Skills: Proficiency with Microsoft Office / Google Workspace, dispatching/service management software, and basic accounting software.
Organizational Skills: Exceptional attention to detail, ability to multitask, prioritize urgent service calls, and problem-solve under pressure.
Education: High school diploma preferred; Associate’s or Bachelor’s degree in business administration or related field is a plus.

\nCompany Description

Miami Heating & Cooling is a growing HVAC company focused on delivering high-quality heating and cooling solutions. We work directly with manufacturers to provide top HVAC equipment at competitive prices while supporting contractors and customers with expert technical guidance. Our team is committed to reliable service, professionalism, and helping customers stay comfortable year-round.

Company Description

Apply

Vacancy posted 23 days ago

Similar jobs that could be interesting for youBased on the HVAC Office Manager in Sterling Heights, MI vacancy

Asst. Office Manager
...like family—making Moran a place where driven professionals can thrive. We are seeking a highly organized and proactive Asst. Office Manager to oversee daily administrative operations and ensure the smooth functioning of our office. The ideal candidate is detail-...
Suggested
Full time
Work at office
Moran Automotive Group
Sterling Heights, MI
more than 2 months ago
Dental Office Manager
...Overview Dental Office Manager "Open Up" to A Whole New Dental Experience Imagine working in a place which delivers best in class patient care and focuses on putting every patient first, every visit. Our guiding principle is empathy, and we want you to join...
Suggested
Full time
Part time
Work at office
Immediate start
Refresh Dental
Center Line, MI
2 days ago
Retail Office Manager
...goals and delivering financial performance. Hire, train, coach and manage performance of team. Work in partnership with Optometrist to... ...responsibilities are being completed including opening/closing the store, cash office and alarm call response Partner with Optometrist to ensure...
Suggested
Work at office
Flexible hours
Night shift
Weekend work
Afternoon shift
SVS Vision
Sterling Heights, MI
4 days ago
HR/Office Manager
$25 - $34 per hour
...Job Description Job Description Human Resources/Office Manager - Shelby Township, Michigan 90-Day Contact-to-Hire role Pay Rate: $25.00-$34.00 per hour (based on proven experience) Job Description of the Human Resources/Office Manager: As an HR/Office Manager...
Suggested
Hourly pay
Work at office
CAD Engineering Resources
Utica, MI
4 days ago
Dental Office Manager
$65k - $70k
...Dental Office ManagerAt Aspen Dental, we put You First, offering the security and job stability that comes with working with a world... ...thrive in your career. When you join our team as a Dental Office Manager, which at Aspen Dental we call an Operations Manager, you will...
Suggested
Work at office
Flexible hours
Aspen Dental
Royal Oak, MI
4 days ago
Dental Office Manager
...Office Manager – Cambridge Dental | Macomb, MICambridge Dental is looking for an experienced and motivated Office Manager to join our team full-time. We're seeking a strong leader who is passionate about creating an exceptional patient experience, supporting their team...
Full time
Work at office
Smile Partners
Macomb, MI
4 days ago
Office Manager Administrator
...Job Description Job Description The Office Manager Administrator supports executive leadership, departments and teams, and the broader organization within a retail location. This role oversees daily office operations, maintains accurate documentation, manages supplies...
Work at office
B&W Landscape And Patio Supply
Clinton Township, MI
5 days ago
Office Manager / Intake Coordinator
...Health Management Systems of America (HMSA) | Are you organized, people-focused, and someone who knows how to keep an office moving while making every person who walks through the door feel welcomed? Health Management Systems of America (HMSA) is looking for an Office...
Full time
Temporary work
Work at office
Trial period
Flexible hours
Health Management Systems of America
Warren, MI
11 days ago
Office Manager
$20 - $25 per hour
...Office Manager for Autism Center Integrated Autism Center LLC is looking for an organized, multitasking, high-energy Medical Office Manager with billing experience to join our team full-time. You must have a passion for helping kids learn and have fun! Position Overview...
Full time
Work at office
Monday to Friday
1 day per week
Integrated Autism Centers
Clinton Township, MI
3 days ago
Executive Assistant / Office Manager
Explore Cannes Prepare to be inspired and energized by amazing work. Weber Shandwick
Work at office
Weber Shandwick
Birmingham, MI
5 days ago
Dental Office Operations Manager
...Aspen Dental is seeking a Dental Office Manager (Operations Manager) to lead the office operations and support the doctors in delivering exceptional patient care. This full-time role offers stability, comprehensive training, and strong earning potential in a dynamic dental...
Full time
Work at office
Aspen Dental
Royal Oak, MI
21 hours ago
Dental Office Assistant - Business Assistant
...Dental Office Assistant - Business Assistant TFD - Sterling Heights is looking for a Dental Office Assistant to join our team. TFD... ...the office to create a great first impression of our team Manage front office duties, including answering phones, checking office...
Daily paid
Work at office
Local area
Bartram Family Dental Care
Sterling Heights, MI
21 hours ago
Office Manager
...Job Description Job Description Color Splash Print & Embroidery is looking to grow the team! The Office Manager oversees daily office operations for a small administrative team and reports to the department head. With primary responsibility for facilities oversight...
Work at office
Color Splash Prints & Embroidery
Macomb, MI
4 days ago
Business Office Manager
...Director ________________________________________________________________________________ Position Summary: The Business Office Manager supports facility operations by managing accounts receivable, accounts payable, billing, and resident trust accounts. This role...
Work at office
Expert Management Services LLC
Macomb, MI
3 days ago
Bilingual Front Office Coordinator
$22 - $26 per hour
...Bilingual Front Office Coordinator — Leadership Track English/Spanish Birmingham, Alabama | Full-Time | Monday–Friday | In Office... ...Executive or Administrative Assistant Assistant Office Manager Hospitality Front Office Professional Experience in a law...
Hourly pay
Full time
Work at office
Monday to Friday
Solano Law Firm
Birmingham, MI
3 days ago
Dental Office Assistant
...Sterling Heights TFD - Sterling Heights is looking for a Dental Office Assistant to join our team. About TFD - Sterling Heights TFD - Sterling... ...enter the office to create a great first impression of our team Manage front office duties, including answering phones, checking office...
Daily paid
Work at office
Local area
Heartland Dental
Sterling Heights, MI
2 days ago
Office/Project Manager
...Job Description Job Description Seeking office coordinator / project manager to work directly with the president of the company to manage day to day office operations. Looking for self-motivated individual who is experienced with project management. Responsibilities...
For subcontractor
Work at office
LIFETIME HARDWOOD FLOORS INC
Roseville, MI
2 days ago
Billing and Office Assistant
...We are seeking a dependable and detail-oriented Billing and Office Assistant to join our team and support our daily office operations... .... The ideal candidate is organized, efficient, and comfortable managing both financial and office related tasks. Note: You have to...
Work at office
Wolverine Electric Company LLC
Utica, MI
a month ago
Front Office Coordinator
...Front Office CoordinatorLocation: Manresa Jesuit Retreat HouseReports To: Ruth Ann StevensStatus: Full-TimePosition SummaryThe Front... ...Outlook.Experience with or willingness to learn database and donor-management systems such as GiftWorks.Ability to handle confidential and...
Full time
Work at office
Flexible hours
Afternoon shift
Archdiocese of Detroit
Bloomfield Hills, MI
1 day ago
Postal Clerk - Center Line
NO EXPERIENCE REQUIRED – PAID TRAINING PROVIDED – JOB SECURITY The Postal Service is the largest government related agency in terms of employees. The Postal Service currently employs nearly 1 million people and is hiring nationwide. There is NO experience required, ...
US Postal Service
Center Line, MI
25 days ago
Administrative & HR Support Coordinator
$22 - $25 per hour
...Responsibilities: Provide general administrative support to the office Assist with a variety of HR-related administrative functions... ...and multitasking skills Strong follow-through and ability to manage multiple responsibilities Good written and verbal...
Hourly pay
Contract work
Temporary work
Work at office
Local area
Monday to Friday
The Phillip Charles Group -Taylor, Auburn Hills, Livonia, & ...
Sterling Heights, MI
2 days ago
ADMINISTRATIVE COORDINATOR
$43.09k - $63.77k
...Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional...
Work at office
State of Arkansas
Warren, MI
2 days ago
Office Administrator
...The Office Administrator supports the daily operations of the corporate office by providing administrative assistance, maintaining office... ...and departments. Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries. Maintain files, records...
Full time
Work at office
Wild Bill's Tobacco
Troy, MI
8 days ago
Office Clerk
$18 per hour
...This person will have the following responsibilities: Will be sitting at the front desk, so greeting anyone who comes in to the office Scanning Putting together new hire folders Helping with making badges and resetting passwords Assisting at the job fair...
Hourly pay
Full time
Work at office
Pete Deluke
Troy, MI
22 days ago
ReBath - Office Administrator
...RE-BATH OF SOUTHEAST MICHIGAN Office Administrator - Construction Operations Keep the office organized and the construction team... ...field teams have what they need. This is not a construction management position. The right candidate should, however, be comfortable...
Full time
Contract work
Work at office
Monday to Friday
Bath Works
Troy, MI
3 days ago
Assistant Department Manager (Wood)
...timely manner Complete the Industrial Truck (forklift) proficiency testing and certification Communicate inventory needs to management Direct and assist the processing of merchandise to the showroom floor Validate all product placement and pricing within the...
Monday to Friday
Floor & Decor Holdings
Utica, MI
4 days ago
Office Coordinator (Home Health)
...patient care. We are seeking a detail-oriented and experienced Office Coordinator to support daily operations in our Rochester Hills... ...HomeBase (HCHB) for scheduling, documentation, and workflow management Team Collaboration: Work closely with clinical, intake, and...
Work at office
Relocation
Monday to Friday
Guardian Angel Home Care Inc.
Rochester, MI
a month ago
Office Coordinator
Kforce has a client in Warren, MI that is seeking an Office Coordinator to supervise and coordinate the activities of office workers.... ...Office Coordinator is responsible for general project and office management, including a substantial variety of correspondence, records and...
Temporary work
Work at office
Warren, MI
13 days ago
Front Office Coordinator
...Job Description Job Description TITLE: Front Office Coordinator REPORTS TO: Director of Administration CLASSIFICATION... ...skills, along with strong organizational and time management abilities to ensure efficient and professional front-office operations...
Part time
Work experience placement
Work at office
TURNING POINT INC
Mount Clemens, MI
a month ago
Medical Office Coordinator
...This role ensures a smooth and supportive patient experience by managing intake, coordinating with physicians and insurers, and... ...referrals, authorizations, co-insurance).Proficiency with basic office software and the ability to quickly learn internal systems. What...
Work at office
Binson's Medical Equipment & Supplies
Royal Oak, MI
4 days ago

Do you want to receive more vacancies?

Subscribe and receive similar vacancies to HVAC Office Manager. Be the first to apply!