Office Manager

Aston Carter•Chapman, PA

8d•$65,000 - $75,000•Onsite

About The Position

The Office Manager / Financial Administrator oversees administrative and financial operations for a commercial and residential HVAC organization. The role supports office operations, accounting functions, reporting activities, and project administration while partnering closely with company leadership. It offers ownership over office processes and financial administration, with exposure to operational and financial aspects of the business. This is a permanent, fully onsite position in Bath, Pennsylvania, with a daytime schedule of 7:00 AM to 4:00 PM. The role supports residential service and commercial project operations in the HVAC industry and uses QuickBooks, CRM software, Microsoft Office, and other operational systems. The pay range is $65,000–$75,000 per year. Individual compensation depends on factors including qualifications, skills, relevant experience, job knowledge, geographic location, and internal equity. Benefits include health, dental, and vision insurance; PTO and holidays; a 401(k) with company match; performance bonus opportunities; and professional development and training. The position is anticipated to close on November 5, 2026.

Requirements

At least 5 years of experience in office management, accounting, bookkeeping, or financial administration.
Hands-on experience with QuickBooks, including QuickBooks Online, for accounting functions, financial records, invoice entry, reconciliation, and reporting.
Experience with accounts payable and accounts receivable, including vendor payments, customer payments, and cash flow activities.
Demonstrated ability to process invoices and maintain accurate financial records.
Strong organizational skills and attention to detail.
Proficiency with Microsoft Office, including strong Microsoft Excel skills for reporting, data analysis, and financial tracking.
Experience using CRM software to manage customer and project information.

Nice To Haves

Experience supporting commercial installation or construction-related billing using AIA billing practices.
Background in office management, including office operations, administrative processes, document retention, and vendor relationships.
Understanding of project accounting and job costing for service and construction projects.
Experience with CRM platforms such as ServiceTitan or similar systems.
Familiarity with ERP or operational software systems.
Ability to partner closely with company leadership and project managers on operational and financial initiatives.
Interest in contributing to budgeting, forecasting, and continuous business improvement.

Responsibilities

Manage daily accounting and bookkeeping activities to ensure accurate and timely financial records.
Process accounts payable and accounts receivable transactions, including vendor payments, customer payments, and collections activities.
Review, correct, and process invoices to ensure accuracy and completeness before posting or sending.
Track outstanding balances and coordinate customer follow-up to support collections.
Maintain financial records, job-costing data, and project documentation for service and construction projects.
Process and track AIA billing for commercial projects in accordance with contract and billing requirements.
Reconcile financial records and support periodic financial reporting.
Coordinate payroll preparation and review employee time records for accuracy before processing.
Manage office operations, administrative processes, document retention, and vendor relationships.
Maintain organized customer, project, permit, contract, and vendor records.
Support project managers with project administration, documentation, and reporting.
Generate financial and KPI reports for leadership to support decision-making and business performance tracking.
Maintain CRM and operational software systems, ensuring information is accurate and up to date.
Provide financial data and administrative support for budgeting, forecasting, and business improvement initiatives.