Office Manager - Commercial HVAC Operations Manager

Reed Restaurant Repair•Westminster, CO

8d•Onsite

About The Position

Reed Restaurant Repair is a premier commercial facility service provider supporting restaurants, commercial kitchens, and hospitality partners throughout the Denver metro area. We specialize in hot-side cooking equipment, commercial refrigeration, HVAC, ice machines, and preventative maintenance agreements. We are looking for an assertive, high-energy, self-starting Office Manager to take ownership of our daily operations. In our world, commercial kitchens run at high heat and high speed. We need a leader who brings a relentless positive, can-do attitude every single day--someone who keeps team morale high, shuts down drama, and rallies the office around getting things done right the first time. You will report directly to Ownership, work shoulder-to-shoulder with our Field Service Managers, and lead from the front. True leadership here means balance: bringing energy and support to your crew, while holding people strictly accountable. You will manage the full employee lifecycle--hiring top performers, giving direct annual reviews, awarding well-earned raises, and handling terminations decisively when someone isn't cutting it. This is an active, cross-functional leadership position where you will master every seat in the building (from intake calls and dispatch to parts and quote tracking), stepping in to keep momentum moving and our customers thrilled.

Requirements

2+ years of office management, dispatch operations, or service coordination experience in commercial HVAC/R, foodservice equipment repair, plumbing, electrical, or facilities maintenance.
Experience monitoring daily/monthly billing goals, keeping tabs on AR/past-due accounts, and running structured operational meetings that touch on KPIs, HR milestones, and field issues.
A proactive, energetic self-starter with a positive attitude who leads by example, handles pressure with composure, and is fully comfortable conducting difficult conversations, performance reviews, and terminations when necessary.
An operational leader who prefers staying active in daily operations over sitting in an isolated office. You see a bottleneck, jump in, solve it, and build a better process.
A true people person--warm, professional, and pleasant when speaking with restaurant owners, kitchen managers, vendors, and technicians.
Strong proficiency in Google Workspace and experience working inside Field Service Management software (such as ServiceTitan, Jobber, FieldEdge, BuildOps, or similar platforms).
Experience with software transitions is a major plus.
Primary daytime business hours, with willingness to provide occasional weekend onboarding or coverage support during peak operational surges, along with occasional travel for industry trade shows.
Schedule flexibility: Primary daytime business hours, with willingness to provide occasional weekend onboarding or coverage support during peak operational surges, along with occasional travel for industry trade shows.

Responsibilities

Lead a structured weekly operations meeting covering month-to-date revenue vs. goals, aging receivables and past-due accounts, technician hurdles, attendance tracking, upcoming employee reviews, workiversaries, and new hires.
Check daily progress against daily and monthly revenue targets. Track total past-due accounts alongside our Billing Specialist, and take proactive steps to stir up more billable work or preventative maintenance calls when revenue needs a boost.
Supervise our Billing Specialist, act as the point of escalation for job cost and RTI questions, provide constructive feedback on billing accuracy, and ensure company invoicing deadlines are consistently met.
Set an upbeat, high-standard tone every day. Maintain a high-trust, low-drama, solution-oriented workplace where teammates support each other and take pride in their work.
Lead hiring from initial screening to job offers. Deliver candid, direct performance reviews, collaborate with Ownership on wage adjustments and earned raises, and handle employee terminations professionally and decisively when standards are not met.
Ensure every client contact--whether by phone, email, or customer portal--is met with a pleasant, professional, and solutions-oriented attitude. Coach the team to deliver five-star service to restaurant operators dealing with urgent equipment failures.
Learn every operational desk (dispatch, call intake, parts, quoting) to provide true cross-functional coverage during peak surges, lunch breaks, or time-off.
Supervise the Calls Coordinator to ensure service and repair quotes are submitted within 24 hours. Balance the quoting queue dynamically so jobs stay on track.
Act as the lead project owner for our new Field Service Management software rollout. Learn current workflows inside and out, test system setups, lead team training, and drive full operational adoption.
Lead the operational hiring, onboarding, and training of additional dispatch and support personnel as we expand our service hours and customer coverage models. Provide hands-on leadership during critical coverage transitions.
Process weekly timecards and payroll, manage benefits plan administration (medical, dental, vision, retirement), and maintain organized employee records.
Occasionally travel to represent Reed Restaurant Repair at industry trade shows, networking events, and vendor conferences.