Office Administrator (Texas-Based)

📌 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!