Office Manager

4 days ago

Port Saint Lucie, Florida, United States AC Authority Inc. Full time $41,600 - $62,400 per year

About A/C Authority Inc

A/C Authority is a fast-growing, state-licensed HVAC company serving the Treasure Coast since 2019. We specialize in residential and light commercial service, maintenance, and installations — built on trust, technology, and teamwork.

We're expanding rapidly and looking for a high-performance Office Manager who can thrive in a demanding, fast-paced environment. This isn't a clock-punching position — it's a leadership role for someone who takes full ownership of results, keeps operations tight, and maintains a calm, confident energy no matter how busy things get.

Position Overview

The Office Manager (Office Lead) is the heartbeat of our operations. You'll oversee dispatching, scheduling, billing, HR coordination, and compliance — while keeping communication clear and the business running at top efficiency.

This role requires discipline, strong leadership, multitasking ability, and an unmatched work ethic. You'll be the go-to person who ensures technicians, customers, and ownership all stay aligned. Expect early starts, late finishes, and the satisfaction of knowing you're steering the ship every day.

Key Responsibilities

  • Lead and coordinate all office operations with urgency and precision
  • Manage daily dispatch and scheduling through Housecall Pro, ensuring field efficiency
  • Oversee billing, payments, and reconciliations in QuickBooks Online
  • Track accounts payable/receivable and maintain accurate financial records
  • Oversee warranty and permit documentation, submissions, and follow-ups
  • Support HR: onboarding, time tracking, payroll coordination, and compliance
  • Manage fleet records, insurance renewals, and maintenance scheduling
  • Track maintenance membership renewals and reporting metrics
  • Supervise, coach, and hold the Office Assistant accountable for task completion
  • Communicate effectively with ownership and field leadership on priorities
  • Anticipate issues, make quick decisions, and keep operations running smoothly
  • Maintain professionalism, even under high volume and tight deadlines

Qualifications

  • 3+ years in an HVAC or service-industry office leadership role
  • Deep understanding of dispatch, scheduling, and customer flow
  • Strong working knowledge of Housecall Pro, QuickBooks Online, and Google Workspace
  • Confident managing billing, A/R, A/P, and job cost tracking
  • Comfortable with mechanical permits, warranties, and vendor coordination
  • Excellent communication, problem-solving, and leadership skills
  • Highly organized, dependable, and self-motivated
  • Willing to work early mornings and stay late when needed to keep operations on track
  • Valid Driver's License and background check required

Work Expectations

  • On-site daily at our Port St. Lucie office — this is not a remote or hybrid role
  • Standard hours are 7:30 AM – 4:30 PM, but early starts and late finishes are common during peak demand
  • Expect 50–60 hours/week during summer and winter seasons
  • Must handle high volume, constant change, and firm deadlines with composure
  • The right candidate thrives in a fast-moving, accountability-driven environment

Compensation & Benefits

  • Pay: $20–$30 per hour (equivalent to $41,600–$62,400 annually), based on experience
  • Benefits:
  • Health, dental, and vision insurance
  • 401(k) with company match
  • Paid holidays and PTO (vacation, sick, and personal)
  • Ongoing professional development and advancement opportunities

Who You Are

  • A leader who takes full ownership — no excuses, no drama
  • A multitasker who thrives in organized chaos
  • A calm problem-solver under pressure
  • Someone who shows up early, stays until it's done, and takes pride in excellence

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