Office Manager

2 days ago

Concord, Canada A Plus Quality Inc. Full time

**Job Overview**:
**Key Responsibilities**:

- Manage the day-to-day operations of the office, ensuring an organized and efficient environment.
- Schedule service calls, installations, and maintenance appointments with customers.
- Dispatch HVAC technicians and coordinate daily routes to maximize productivity.
- Manage and update job tracking systems, service management software, and CRM databases.
- Process work orders, service reports, estimates, and invoices accurately and timely.
- Assist with basic bookkeeping tasks, including accounts receivable, accounts payable, and petty cash.
- Support hiring and onboarding of new staff (collect documentation, schedule training, assist with uniforms/equipment).
- Order and manage office and field supplies, ensuring techs have necessary paperwork and materials.
- Maintain compliance with licensing, insurance, hare alth and safety, and warranty requirements.
- Act as a liaison between field staff, management, and customers to keep projects moving smoothly.

**Qualifications**:

- Prior experience in office management, dispatching, or administrative support within HVAC, plumbing, electrical, or similar trades environment.
- Strong knowledge of HVAC industry terminology, service types, and scheduling needs (preferred).
- Proficient with office software (Microsoft Office, QuickBooks, service scheduling or dispatch software like Jobber, ServiceTitan, FieldEdge, etc.).
- Exceptional organization, time management, and multitasking abilities.
- Strong communication skills, both written and verbal.
- Ability to handle a high volume of work and remain calm under pressure.
- High school diploma required; additional business administration or trades-related certifications are a plus.

**Preferred Skills**:

- Experience with ServiceTitan, Jobber, Housecall Pro, or other service management platforms.
- Knowledge of WSIB reporting, ESA/ECRA licensing requirements, or HVAC-specific warranty management.

**Working Conditions**:

- Standard office hours 8 am - 4 pm with occasional overtime during peak seasons.
- Office-based with regular interaction with technicians, suppliers, and customers.

We are seeking a motivated Office Manager to run the day-to-day operations of our busy HVAC office. You’ll handle scheduling, dispatching technicians, customer service, and administrative support to ensure smooth workflow between the office, technicians, and customers.

**Responsibilities**:

- Schedule and dispatch service calls and installs.
- Process invoices, work orders, and basic bookkeeping tasks.
- Order office and field supplies and maintain inventory.
- Support hiring, onboarding, and health & safety compliance.

**Requirements**:

- 3+ years of office management or dispatch experience (HVAC/trades preferred).
- Strong organization, communication, and multitasking skills.
- Comfortable with Microsoft Office and service management software (e.g., Jobber, ServiceTitan, etc.).
- HVAC industry knowledge is a strong asset.

Pay: $30.00-$35.00 per hour

Expected hours: 40 - 50 per week

Additional pay:

- Bonus pay
- Commission pay

**Benefits**:

- On-site parking
- Store discount

Flexible language requirement:

- English not required

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Concord, ON L4K 3W7: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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