Office Manager

Job Description

Job Description

Location : Charlottesville, VA

Job Title : Office Manager

We've been the go-to crew for keeping Charlottesville cozy for nearly a century!

Are you ready to continue your career progression and join a team that's all about your growth and success? We're not just about the job – we're about building careers that last. We're proud to be a company that values good old-fashioned hard work and the satisfaction of a job well done.

We are seeking a highly organized and motivated Office Manager to join our growing HVAC, plumbing, and electrical contracting company. As the central hub of our operations, the Office Manager plays a vital role in ensuring smooth day-to-day business functions, supporting both field and office staff, and maintaining excellent communication with customers and vendors. This position requires strong multitasking skills, attention to detail, and the ability to oversee administrative processes that keep our service teams running efficiently. The ideal candidate will thrive in a fast-paced environment, demonstrate leadership in managing office workflows, and contribute to the overall success of the company by fostering a professional, customer-focused atmosphere.

Responsibilities and Expectations :

Office & Administrative Management

Oversee daily office operations, including scheduling, dispatching, and workflow coordination for service calls and projects

Manage office staff and provide leadership, training, and support to ensure efficiency and accuracy.

Maintain accurate records of jobs, contracts, work orders, and compliance documents.

Develop and implement office policies, procedures, and best practices.

Customer Service & Communication

Serve as a primary point of contact for customers, vendors, and subcontractors.

Handle escalated customer inquiries and resolve scheduling or billing issues.

Ensure customer communication is professional, timely, and aligned with company standards.

Financial & Reporting

Assist with accounts payable, accounts receivable, invoicing, and payroll coordination.

Track expenses, job costs, and assist management with budget preparation.

Generate reports on service performance, scheduling efficiency, and office productivity.

Operations Support

Work closely with field supervisors and technicians to ensure scheduling accuracy and job readiness.

Coordinate permits, inspections, and compliance with local, state, and federal regulations.

Support recruitment, onboarding, and HR-related functions as needed.

Requirements :

3+ years of office management or administrative leadership experience (construction or skilled trades industry preferred).

Strong organizational, multitasking, and problem-solving skills.

Proficient in Microsoft Office Suite and industry-related software (ServiceTitan, Jobber, or similar dispatch / CRM systems).

Excellent written and verbal communication skills.

Experience handling billing, payroll, and basic bookkeeping (QuickBooks experience a plus).

Ability to work in a fast-paced environment and manage competing priorities.

What Can We Do for You?

Earn $25-$30 per hour, depending on your experience.

Medical, dental, and vision insurance

401K plan with company match.

PTO and paid holidays.

Explore abundant growth opportunities within the organization and access training reimbursement for continuous learning.

Take pride in contributing to a legacy of exceptional service and making a positive difference in the community.

The compensation for this position is expected to range between $25.00 - $30.00 per hour. This range is a good-faith estimate, based on the qualifications necessary for the position, including experience, training, and other considerations permitted by law. Factors that may be used when making an offer may include a candidate's skills, experience, the expected quality and quantity of work, and internal pay alignment, as needed.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.

Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.