Office Manager / Bookkeeper - HVAC

Office Manager / Bookkeeper – HVAC Company (Houston, TX)

About Us
We are a well-established, family-owned HVAC company serving both residential and commercial customers in the Houston area. We pride ourselves on reliability, organization, and taking care of our team and customers the right way.

We’re looking for a detail-oriented, dependable Office Manager / Bookkeeper to take over a critical role due to a long-time team member retiring.

Position Overview

This role is responsible for day-to-day financial operations, payroll, accounts payable/receivable, and administrative support to keep the business running smoothly.

You will work closely with ownership and operations to ensure accurate financials, timely payments, and organized records.

Key ResponsibilitiesAccounting & Bookkeeping

• Manage all bookkeeping in QuickBooks
• Review and categorize bank/credit card transactions
• Maintain accurate financial records and accounts
• Monthly review and cleanup of Profit & Loss by Class
• Enter journal entries and ensure all expenses are captured

Accounts Payable (AP)

• Process vendor invoices and statements
• Ensure timely payments (especially key vendors like supply houses)
• Track due dates to avoid account holds
• Handle vendor credits and discrepancies

Accounts Receivable (AR)

• Oversee billing and collections
• Ensure no commercial invoices exceed 90 days outstanding
• Follow up on past-due accounts
• Assist with lien preparation if needed

Payroll & HR Support

• Process weekly payroll (QuickBooks)
• Handle:
• Time tracking adjustments (vacation/sick)
• Payroll reports and exports
• 401(k) contributions and loan paperwork
• Ensure payroll deadlines are met (adjust for holidays)
• Set up new employees (W4, I9, payroll system)
• Assist with benefits enrollment (health insurance, HMO/PPO, etc.)

Administrative & Operational Support

• Manage company email for invoices and financial documents
• Coordinate internal reporting between departments
• Track and process:
• Weekly technician spiffs
• Monthly reporting totals
• Assist with compliance items (tax forms, filings, etc.)

Reporting & Compliance

• Prepare and review financial reports
• Assist with:
• Property tax filings
• IRS filings (e.g., 720 forms)
• Maintain organized documentation for audits and records

Qualifications

• Experience with QuickBooks (required)
• Strong understanding of:
• Payroll
• AP/AR
• General bookkeeping
• Highly organized and detail-oriented
• Ability to manage deadlines and prioritize tasks
• Experience in HVAC or service industry (preferred but not required)

Compensation & Benefits

• Competitive pay based on experience
• Stable, long-term position
• Family-oriented company environment
• Benefits available (health insurance, etc.)

Why This Role Matters

This position is the backbone of our operation. You’ll be stepping into a role that directly impacts cash flow, payroll accuracy, and overall company health.

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person