HVAC Office Manager

About the Role

Miami Heating & Cooling is seeking an organized, proactive, and customer focused HVAC Office Manager with at least 3+ years of experience in office administration within the HVAC or trades industry.

In this role, you will be the heart of our office operations handling incoming customer calls, pulling required municipal mechanical permits, dispatching technicians, and managing day to day administrative workflow.

Key Responsibilities

• Customer Communication & Call Handling: Answer inbound calls, assist customers with service inquiries, book appointments, and provide friendly, professional customer support.
• Permit Management: Prepare, submit, and track local building and mechanical permit applications with municipalities; schedule required city inspections upon job completion.
• Dispatch & Scheduling: Coordinate and optimize daily technician schedules, routing service calls and installations efficiently.
• Billing & Invoicing: Process job invoices, receive customer payments, and manage accounts receivable/payable records.
• Vendor & Parts Support: Order parts, handle purchase orders, process warranty claims with equipment manufacturers, and support field technicians with logistics.
• Office Administration: Maintain accurate customer database records, track job files, process paperwork, and assist management with daily business operations.

Qualifications & Requirements

• Experience: 3+ years of experience in office management, dispatching, or administrative roles specifically within the HVAC industry.
• Permit Knowledge: Proven experience filling out, submitting, and tracking municipal permits and scheduling city inspections.
• Communication: Excellent phone etiquette, strong written and verbal communication, and a strong customer service mindset.
• Technical/Software Skills: Proficiency with Microsoft Office / Google Workspace, dispatching/service management software, and basic accounting software.
• Organizational Skills: Exceptional attention to detail, ability to multitask, prioritize urgent service calls, and problem-solve under pressure.
• Education: High school diploma preferred; Associate’s or Bachelor’s degree in business administration or related field is a plus.

Miami Heating & Cooling is a growing HVAC company focused on delivering high-quality heating and cooling solutions. We work directly with manufacturers to provide top HVAC equipment at competitive prices while supporting contractors and customers with expert technical guidance. Our team is committed to reliable service, professionalism, and helping customers stay comfortable year-round.