Office Manager

Job Title : Office Manager

Location : Minneapolis

Position Type : Full-Time

LHH is partnering up with a leading provider of heating, ventilation, and air conditioning solutions, committed to delivering exceptional service and quality to our clients.

We are seeking a highly organized and motivated Office Manager to join our team and help streamline our office operations.

Job Overview : The Office Manager will be responsible for overseeing daily administrative functions, including dispatching, billing, and customer service.

This role requires a detail-oriented individual with strong organizational skills and the ability to manage multiple tasks efficiently.

Key Responsibilities :

• Administrative Duties :
• Oversee daily office operations and ensure a smooth workflow.
• Maintain and update office files, records, and documentation.
• Coordinate meetings, appointments, and company events.
• Manage office supplies inventory and place orders as needed.
• Dispatching :
• Schedule and dispatch HVAC technicians to service calls and appointments.
• Monitor and adjust technician schedules to ensure timely service.
• Communicate with technicians to provide updates and handle any issues.
• Billing and Invoicing :
• Prepare and process customer invoices, ensuring accuracy and timely delivery.
• Handle billing inquiries and resolve any discrepancies.
• Maintain records of payments and follow up on outstanding accounts.
• Customer Service :
• Act as the first point of contact for customer inquiries and provide exceptional service.
• Address customer concerns and resolve issues in a professional and efficient manner.
• Follow up with customers to ensure satisfaction with services provided.
• Additional Duties :
• Assist in onboarding and training new office staff.
• Implement and enforce office policies and procedures.
• Prepare reports and data for management review as needed.

Qualifications :

• Proven experience as an Office Manager or in a similar administrative role.
• Strong knowledge of office procedures and practices.
• Experience with dispatching, billing, and customer service in an HVAC or related industry is a plus.
• Proficiency in office software (e.g., MS Office Suite, accounting software).
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.

Education and Experience :

• High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration or related field preferred.
• Minimum of 3 years of experience in office management or administrative support.

Why Join Us?

• Competitive salary and benefits package.
• Opportunity to work in a dynamic and supportive environment.
• Room for growth and career advancement within the company.

LHH is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.