HVAC Office Manager / Executive Assistant
Location: South Florida (On-site)
Company: Stay Cool HVAC In Florida LLC
About Us
We are a fast-growing residential and light commercial HVAC company serving South Florida. Our mission is simple: deliver 5-star comfort, communication, and craftsmanship on every call. We run our business on ServiceTitan and are looking for a strong Office Manager / Executive Assistant who can help us tighten up operations, support our leadership team, and keep the office running like a well-tuned system.
If you love organizing chaos, staying 5 steps ahead, and supporting a team that’s always on the move, this role is for you.
Position Overview
The HVAC Office Manager / Executive Assistant is the hub of our operation. You’ll manage day-to-day office functions, support the owner and leadership team, and oversee coordination between technicians, CSRs/dispatch, and customers.
You will:
Use ServiceTitan daily for scheduling, dispatching, job tracking, and reporting.
Make sure techs know where they’re going, what they’re doing, and have what they need.
Help our customer service and dispatch team maximize booking rates, lead generation, and follow-up.
Handle executive-level tasks for the owner (calendar, email, follow-ups, light reporting).
Key Responsibilities
1. Office Management & Operations
Oversee day-to-day office operations to ensure everything runs smoothly.
Maintain office supplies, paperwork, and digital files (permits, warranties, maintenance agreements, vendor contracts, etc.).
Create and improve standard operating procedures (SOPs) for common office tasks.
Track open items and make sure nothing falls through the cracks (permits, inspections, callbacks, open estimates).
Coordinate with vendors (suppliers, parts houses, marketing, bookkeeping, etc.).
Assist with basic HR tasks: onboarding new hires, collecting paperwork, scheduling trainings, and keeping records organized.
2. ServiceTitan & Dispatch Coordination
Work daily in ServiceTitan to:
Schedule and reschedule jobs.
Monitor and manage the dispatch board.
Assign and adjust technicians based on skills, location, and urgency.
Verify job details, pricing, and forms are correct.
Support efficient dispatching by working closely with CSRs and technicians to minimize drive time and maximize billable hours.
Review and close out jobs in ServiceTitan:
Check forms, signatures, pictures, and notes.
Ensure payment and billing details are correct.
Run basic reports (call booking rates, memberships, revenue by tech, etc.) and share with the owner as requested.
3. Technician Communication & Support
Act as a central point of contact for techs when they’re in the field.
Communicate clearly about:
Job details and expectations
Parts needed and availability
Schedule changes or emergency calls
Help techs with ServiceTitan issues (clocking in/out, job notes, estimates, forms).
Ensure each tech has their day planned ahead: routes, job notes, special instructions, and customer preferences.
4. CSR / Dispatch / Lead Management
Work closely with the CSR and dispatch team to:
Ensure calls are answered promptly and professionally.
Keep the dispatch board organized and prioritized (no orphan calls, no forgotten leads).
Oversee lead flow and follow-up:
Make sure unsold estimates and open proposals receive follow-up calls/emails/texts.
Track lead sources and ensure they’re captured correctly in ServiceTitan.
Work with CSRs to improve booking rates (listening to calls, coaching scripts, etc.).
Help create and maintain call scripts, email templates, and follow-up sequences.
5. Customer Experience
Support CSRs with escalated customer issues and help resolve problems quickly and professionally.
Assist with scheduling maintenance visits, repairs, and installations in a way that fits customer needs and technician availability.
Ensure customers receive confirmations, reminders, and follow-ups (calls, text, or email).
Keep an eye on Google reviews / online feedback and alert the owner to any critical issues.
Schedule: Full-time, Monday–Friday, with occasional Saturday or after-hours support during peak season as needed.
Work location: On-site in our South Florida office.
Compensation: Competitive pay based on experience, plus performance-based bonuses (details discussed in interview).
Benefits:
Paid time off
Paid holidays
Health / dental / vision (if applicable)
Company-paid training and growth opportunities
How to Apply
