The Commercial HVAC Office Service Manager is responsible for overseeing the administrative and operational functions of the commercial HVAC service department. This role ensures efficient scheduling, coordination of service technicians, accurate billing, and exceptional customer service. The Office Service Manager acts as the central communication point between technicians, customers,
vendors, and management to ensure service operations run smoothly and profitably.

Key Responsibilities

• Manage daily administrative operations of the HVAC service department.
Coordinate and support scheduling and dispatching of service technicians.
Ensure service calls are properly documented, tracked, and completed.
Monitor technician workloads and assist with schedule optimization.
Serve as a primary point of contact for commercial clients regarding service requests and scheduling.
Maintain strong relationships with customers, vendors, and subcontractors.
Review service tickets and work orders for accuracy and completeness.
Process service documentation including service reports, time sheets, and invoices.
Maintain accurate service records, customer files, and maintenance agreements.
Coordinate with accounting to ensure timely invoicing and billing.
Provide administrative support to service technicians and field supervisors.
Assist with onboarding paperwork and coordination for new technicians.
Identify opportunities to improve service department efficiency and workflow.
Qualifications

• 3–5 years of experience in HVAC service coordination, service management, or office management (commercial HVAC preferred).
Strong understanding of HVAC service operations and terminology.
Excellent organizational and multitasking abilities.
Strong communication and customer service skills.
Proficiency with service management software (ServiceTitan, FieldEdge, or similar preferred).
Experience with Microsoft Office (Excel, Word, Outlook).
Ability to prioritize tasks in a fast-paced environment