Position Summary: Office Operations Manager Job Description for Benedetto Heating & AC LLC

Prepared by: Joe Benedetto (Owner)

Reports to: Owner

Hours: Full-time

Compensation: $32–$38 per hour, salaried, based on experience and performance

Benefits: 2 weeks PTO. Plus all major holidays off: New Year’s Day, Easter, Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas (plus additional days off after Thanksgiving, Christmas, and New Year’s Day)

Location: In-office-Essex, CT

Position Summary

The Office Operations Manager owns the flow of work from the first customer contact through job completion and final payment. This role ensures follow-through, accountability, and organization across office operations so nothing slips through the cracks. They make sure what is promised to customers is fulfilled across both service work and full installations. The Office Operations Manager protects the Owner’s time, keeps Project Managers focused on jobs instead of paperwork, and enforces company standards and systems, and other daily operations tasks assigned by the Owner.

Measures of Success (Outcomes)

Invoices are sent accurately and on time
Payments and deposits are tracked with clear visibility
No customer promises are missed or forgotten
Office follow-ups are completed without Owner involvement
Project Managers are not handling routine admin or billing issues
Scorecards and reports are updated and reviewed weekly
Owner interruptions decrease over time

Duties, Responsibilities, and Tasks

Office Operations & Control

Own the outcome of office workflows from customer contact to payment
Ensure customer requests, promises, and follow-ups are completed
Keep office systems organized, accurate, and up to date
Solve office issues independently without escalating to the Owner

Billing & Accounts Receivable

Prepare and send invoices based on job progress and approvals
Track deposits, payments, and outstanding balances
Follow up on accounts receivable consistently
Coordinate with the bookkeeper for inputs only

Accountability & Follow-Up

Track internal deadlines and open items
Follow up when tasks stall or information is missing
Politely chase team members for required follow-through
Push back on incomplete or unclear information

Operations Support

Act as the bridge between sales, office, and field teams
Ensure jobs move smoothly from sale to scheduling to closeout
Track permits, inspections, and required documentation
Maintain job closeout and billing readiness

Scorecards & Reporting

Maintain weekly office and operations scorecards
Track key metrics and enter data consistently
Prepare and present reports for weekly meetings
Spot trends early and flag issues before they become problems

Systems & Standards Enforcement

Enforce use of company systems and processes
Hold the line on deadlines and required steps
Identify breakdowns and recommend fixes
Help document and maintain “how we do things here”

Knowledge, Skills, and Abilities

Strong organization and attention to detail
Comfortable holding others accountable
Clear, direct written and verbal communication
Ability to manage multiple priorities without dropping balls
Confidence making decisions without constant direction
Comfortable using CRM and job management software

Required Experience & Education

3–5 years experience managing office or operations workflows
Experience in trades, HVAC, or construction preferred
Experience with invoicing, AR tracking, and reporting
Strong computer and system skills

https://docs.google.com/forms/d/1guNk4MQ6u4-RPPGBY0NEz8XhrpDz01BGIpv4vuo2t1A/edit

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

Health insurance
Paid time off

Application Question(s):

Are you with in 25to 30 minutes from Old Lyme

Experience:

office project management: 4 years (Required)
CRM software: 4 years (Required)

Ability to Commute:

Old Lyme, CT 06371 (Required)

Work Location: In person

HVAC Company in Old Lyme CT

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