Careers at Be Cool A/C and Heating

📌 Job Title: Office Administrator (Texas-Based) Location: Remote in Texas (Houston preferred) Type: Part-Time (25-30 hours/week, with flexibility during business hours) 🧊 About Us: We are a fast-growing residential HVAC company based in Northwest Houston/Cypress, known for our exceptional customer service, honest pricing, and commitment to doing things the right way. We’re a small but mighty team aiming to scale smart — and we’re looking for a detail-loving, proactive Office Administrator to keep our back-end operations tight while helping us grow. 🛠️ What You’ll Do: This is a hands-on, multi-hat role. You’re not just managing tasks — you’re helping hold the company together behind the scenes. Office Operations & Admin Oversee daily office flow: make sure customer calls, dispatches, follow-ups, and paperwork don’t fall through the cracks. Manage key vendors and programs (e.g., VIP memberships, maintenance renewals, financing coordination, warranties, etc.) Run weekly payroll reports (with our third-party provider) and reconcile technician hours vs. commissions. Coordinate purchases, receipts, and reconcile against budget. Maintain documentation — including customer warranties, unit registrations, maintenance logs, etc. — in shared drives and CRM. Team Management Support Act as a liaison between field staff (techs/installer) and back-of-house operations (CSR, dispatch, marketing, accounting etc.). Monitor KPIs and accountability for the office team (CSR performance, quote follow-up, etc.) Identify gaps or dropped balls — and proactively fix them or escalate them. Customer Follow-Ups & Systems Support Own second-touch processes (post-quote, post-repair, and seasonal follow-ups). Coordinate outbound messaging for VIP renewals, maintenance scheduling, warranties, and upgrade opportunities. CRM auditing — making sure records are accurate, complete, and aligned with SOPs. Handle customer concerns, deescalate complaints, assist in outbound correspondence. Owner Support Hold the leadership team accountable to high-level priorities (e.g., meeting prep, agenda alignment, task follow-ups). Prepare light reports or checklists as needed to keep finances and operations running smoothly. Other ad hoc duties as needed. ✅ What You Bring: 2+ years experience in operations, office management, or administrative support (HVAC, trades, or service-based business preferred) Comfort using CRMs, Google Drive, spreadsheets, and basic payroll/reporting tools Strong communication and follow-through (you don’t drop balls) Self-starter mindset — able to spot problems and take initiative to fix them Organized, systems-driven, and detail-oriented (but not rigid — you can pivot when needed) Cool under pressure, with a good sense of humor 😎 🕓 Schedule & Pay: 25-30 hrs/week, flexible schedule (some overlap with business hours required) $22–28/hr, based on experience and skillset Potential to grow with us — we believe in promoting from within!