What are the responsibilities and job description for the Office Manager position at Coastline Cooling?
About Us
Coastline is a trusted provider of heating, ventilation, and air conditioning (HVAC), refrigeration, & appliance service dedicated to delivering top-quality solutions to commercial and residential clients. We are looking for an Office Manager to oversee daily operations, ensure efficient workflow, and support our team in delivering exceptional customer service.
Job Summary
As the Office Manager, you will be responsible for the smooth operation of the office, coordinating administrative tasks, managing customer interactions, and supporting field technicians. You will play a crucial role in scheduling, billing, and overall organization to ensure the business runs efficiently.
We keep the following segments operational on a daily basis:
- Healthcare and Medical
- Convenience Stores and Supermarkets
- Schools, Colleges and Universities
- Restaurants and Bars
- Hotels and Resorts
- United States Military
Key Responsibilities
✅ Office Administration
- Oversee daily office operations and ensure workflow efficiency.
- Maintain organized records, files, and documentation.
- Order office supplies and ensure office equipment is operational.
✅ Customer Service & Scheduling
- Serve as the primary point of contact for customers via phone and email.
- Schedule service appointments and dispatch technicians.
- Handle customer inquiries, complaints, and follow-ups professionally.
✅ Accounting & Billing
- Process invoices, payments, and payroll.
- Assist with accounts receivable and payable.
- Assist with financial reporting and budget management.
✅ HR & Team Support
- Assist with recruiting, onboarding, and training of staff.
- Manage employee records, timesheets, and benefits coordination.
- Foster a positive and organized office culture.
✅ Compliance & Reporting
- Ensure the company adheres to local, state, and federal regulations.
- Maintain licensing, insurance, and permit documentation.
- Generate reports on business performance, scheduling, and customer satisfaction.
Qualifications & Skills
- 2 years of office management experience (HVAC/R or service industry preferred).
- Proficiency in QuickBooks, Google GSuite, and CRM software.
- Strong organizational and multitasking skills.
- Excellent customer service and communication abilities.
- Knowledge of HVAC/R terminology is a plus.
- Ability to work in a fast-paced, team-oriented environment.
Benefits
- Competitive Salary
- Performance Bonuses
- Health, Dental & Life Insurance
- Maternity Leave
- 401-K
- Paid Time Off & Holidays
- Professional Development Opportunities
Join Our Team!
If you are a proactive, detail-oriented professional who enjoys keeping things running smoothly, we’d love to hear from you! Apply today and become a key part of our growing HVAC/R business.
Job Type: Full-time
Pay: From $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person
Salary : $60,000
