An HVAC office manager runs the front office of a heating and cooling company. That means billing, collections, permits, warranty paperwork, and the team that answers the phones. They make sure every finished job is billed, paid, and closed out, and that the company's licenses and insurance stay current.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, HVAC and plumbing contractors · BLS, May 2025
Provide efficient office coordination and support for our HVAC operations to ensure smooth administrative processes. Act as the central point of contact for billing, scheduling, and overall office management. Contribute to high levels of customer satisfaction by maintaining timely and accurate administrative procedures. Support field technicians and management with essential documentation and communication.
2. Essential Duties and Responsibilities
Coordinate daily office operations and maintain efficient communication with all team members.
Manage billing processes, including invoicing, payment follow-ups, and record keeping.
Oversee administrative support functions such as scheduling, data entry, and file management.
Implement and monitor office policies and procedures to improve workflow and productivity.
3. Key Tasks / Daily Activities
Process incoming invoices and manage accounts receivable on a daily basis.
Communicate with HVAC technicians, customers, and vendors to schedule appointments and resolve issues.
Update and maintain accurate records in office management systems and software.
Perform routine office maintenance tasks and provide support in document preparation and data entry.
4. Key Performance Indicators (KPIs)
Billing Accuracy: Maintain >98% accuracy in all billing operations.
Invoice Processing Time: Achieve an average processing time of <24 hours per invoice.
Customer Satisfaction Rating: Ensure a customer rating of >4.8 stars on feedback surveys.
Office Efficiency: Achieve 100% adherence to scheduled office operations and task management.
5. Required Qualifications and Skills
Minimum of a High School Diploma or equivalent; Associate’s or Bachelor’s degree preferred.
At least 2 years of experience in office management or administrative support, preferably in a related field.
Proficiency in Microsoft Office Suite and familiarity with office management software.
Strong organizational, communication, and problem-solving skills.
6. Preferred Experience
Previous experience working as an Office Manager in the HVAC or home services industry.
Familiarity with industry-specific software for scheduling and billing.
Experience in coordinating field operations and supporting technical teams.
Demonstrated ability to lead and motivate team members in a dynamic work environment.
7. Physical Requirements
Ability to work at a computer for extended periods and perform repetitive office tasks.
Occasionally lift and carry office supplies up to 15-20 lbs.
Navigate between different areas of the office environment as needed.
Work in a standard office setting with minimal physical exertion.
8. Work Environment and Schedule
Typical work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.
Occasional overtime may be required during peak periods.
Primarily an office-based role with minimal travel expectations.
Work within a modern, well-equipped office facility.
9. Compensation and Benefits
Salary range: $45,000 - $55,000 USD annually.
Performance-based bonus opportunities.
Comprehensive Health, Dental, and Vision insurance offered.
401k plan with company match and paid time off (vacation, sick leave).
10. Company Culture and Overview
Our company is committed to creating a collaborative, inclusive, and growth-oriented workplace.
We value innovation, continuous improvement, and a strong work-life balance.
Our team members enjoy opportunities for professional development and career progression.
We celebrate diversity and strive to empower every employee to achieve excellence in their role.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
Every office manager keeps the paperwork moving. In HVAC, most of it starts in the field: invoices from technicians, and permits and warranties on new systems.
A job isn't done until it's closed out
Technicians finish the work, but the office finishes the job. The office manager checks that each invoice matches the work and has its photos and signatures. They check that the customer paid, or that the loan papers went to the lender. Jobs left open hide money you haven't collected and throw off your job reports.
Permits stay open until the final inspection
Many cities and counties want a permit when you replace a furnace or AC unit, and the rules vary. In Menifee, California, for example, every HVAC change-out needs a permit and an energy form. Whoever pulled the permit has to book the inspection. The office manager tracks each install from permit to final, so no job sits open after the crew leaves. Source: City of Menifee, California: HVAC changeout permit guide.
A warranty repair can still mean a bill
Equipment makers want new systems registered fast. Trane, for example, gives a longer warranty only if the system is registered within 60 days of install. Even then, its limited warranties pay for the failed part, not the labor to put in a new one. Some extended warranties cover labor. The office tracks each sign-up and takes the call from the customer who expected a free repair. Source: Trane: Warranty and registration.
Company papers with due dates
An HVAC company runs on papers that expire. Think of the contractor license, the liability and workers' comp policies, truck registrations, and city business licenses. The office manager keeps copies and a calendar of due dates. A lapsed paper can hold up a permit or stop a job, so none of it should rest on someone's memory.
How much HVAC office managers make
The closest BLS group for HVAC office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for plumbing, heating, and air-conditioning contractors earned a median of $34.07 an hour ($70,860 a year) in May 2025, according to the Bureau of Labor Statistics. That’s about the same as the $69,500 median for First-Line supervisors of office and administrative support workers in all industries. About 11,910 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for HVAC and plumbing contractors.
Usually salaried, sometimes hourly. Some owners add a yearly bonus tied to collections or company results.
HVAC and plumbing contractors
$70,860$70,860 median Middle half $56,520–$85,630 10th–90th $45,490–$108,020
All industries
$69,500$69,500 median Middle half $55,950–$85,090 10th–90th $45,610–$104,710
$25k$50k$75k$100k$125k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
HVAC and plumbing contractors
$45,490
$56,520
$70,860
$85,630
$108,020
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS reports HVAC and plumbing contractors together. Post a real range for your market in the ad.
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Leading a small team and setting clear priorities
Billing and collections experience
Catching the error in an invoice before the customer does
Calm, direct calls with upset customers
Tracking many deadlines at once
Teach these on the job
Your field service software and how jobs close out
Local permit rules and inspection steps
Manufacturer warranty registration websites
Your financing companies' paperwork
HVAC terms and equipment types
Office managers spend the day in your field service software, such as ServiceTitan, Housecall Pro, FieldEdge, or Jobber, and in your accounting software, often QuickBooks. Name both in the ad, along with any financing company portals or permit websites the job uses.
HVAC office manager interview questions
They have their own page: 6 questions that test this job, what strong and weak answers sound like, and a work exercise to run with your finalists.
The targets in the template are examples. Set yours from your own past results, and review them monthly with your office manager.
Billing Accuracy
Count the invoices each month that needed a correction, credit or new copy after they reached the customer. Compare that with all invoices sent, using your field service or accounting software.
Invoice Processing Time
Average time from a technician marking a job complete to the invoice reaching the customer, pulled weekly from your field service software. Track service calls and installs separately, since installs carry more paperwork.
Customer Satisfaction Rating
Average score on your customer feedback surveys, checked monthly. Read the comments that mention billing, scheduling or office calls, and count the complaints that reached the owner.
Office Efficiency
List the office's recurring tasks with due dates, such as invoicing, deposits, permit follow-ups, warranty sign-ups and license renewals. Each week, count how many were done on time and note which ones slipped.
They run the business side of the office. That means billing and collections, closing out jobs, permits and inspections, and warranty sign-ups. They keep the company's licenses and insurance current. In many shops they also lead the CSRs and billing staff, and they take the customer calls no one else can settle.
How much does an HVAC office manager make?
First-Line supervisors of office and administrative support workers who work for plumbing, heating, and air-conditioning contractors earned a median of $34.07 an hour ($70,860 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $56,520 and $85,630 a year. Pay also depends on your local market, experience and overtime.
What is the difference between an office manager and an operations manager at an HVAC company?
The operations manager runs the field: technicians, install crews, scheduling rules, and the quality of the work. The office manager runs the paperwork and the office staff: billing, permits, records, and the front office team. One person can do both in a small shop. As you grow, splitting them lets each job get done well.
Should the HVAC office manager also do the bookkeeping?
In a small shop, often yes. As the company grows, many owners split the jobs, so the person who bills customers isn't also the person who records the payments. That split is a basic check against mistakes and theft. If one person does both, have an outside accountant review the books every month.
Who handles permits at an HVAC company?
It varies. In some shops the office manager pulls every permit and books every inspection. In others an install coordinator or the production manager does it, and the office manager tracks what's still open. Either way, one person should own the list, so no job sits with an open permit after the work is done.
Does an HVAC office manager need HVAC experience?
It helps, but it isn't a must. Billing, collections, and leading a team carry over from any service business. What takes time to learn is how HVAC work flows: service calls versus replacements, maintenance plans, permits, warranties, and financing. Someone from another home service trade will learn it faster.
What should an HVAC office manager job ad include?
Say who the role leads and whether it covers bookkeeping or payroll. Name the software you use. Say whether the job handles permits and warranty registration. Spell out peak-season hours and month-end deadlines. If you offer a bonus tied to collections or job close-out, explain how it works.
