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
