Handy Dan Office Manager Remote · Full time

Apply for Office Manager

Handy Dan Heating and Air is a fast-growing home services company serving Jacksonville and the surrounding areas. We’re focused on delivering reliable, honest HVAC service with a strong customer-first approach. Our office team plays a significant role in keeping operations smooth, supporting technicians, and ensuring every customer has a great experience. We’re building a modern, well-organized service company where team members can grow, contribute ideas, and help shape how we operate as we expand.

About the Role

Handy Dan Heating & Air Home Services is expanding, and we’re seeking a highly organized, people-focused Office Manager to oversee daily operations. This role serves as the central hub of communication between customers, technicians, and management, and plays a critical role in creating a smooth, professional experience for everyone we work with.

You’ll manage scheduling and dispatching, customer communication, invoicing, and CRM workflows (Workiz experience is a major plus), while helping bring structure, organization, and consistency to our day-to-day operations.

This role works closely with ownership and the field manager and is ideal for someone who enjoys leadership, problem-solving, and being the go-to person who keeps everything running smoothly.

This is a full-time, long-term position with opportunities to grow into an Operations Lead role as the company scales.

Responsibilities

Customer Communication & Front Office

• Answer incoming phone calls, texts, and emails promptly
• Send missed-call text replies using our CRM
• Provide excellent customer service and maintain a friendly, professional tone
• Manage customer inquiries, job updates, and follow-up communication

Scheduling & Dispatch

• Schedule jobs based on location, technician availability, and job type
• Dispatch technicians efficiently using CRM tools (Workiz preferred)
• Track technician check-in / check-out times and job progress
• Adjust schedules quickly when urgent calls or delays arise

Administrative & CRM Management

• Create, update, and maintain customer profiles and work orders
• Upload photos, job notes, and files into the CRM
• Monitor workflows and ensure nothing falls through the cracks
• Assist the field manager with job coordination and documentation

Billing & QuickBooks

• Create and send invoices
• Collect payments and record transactions
• Reconcile invoices, deposits, and work orders using QuickBooks
• Maintain accurate financial and job-related records
• Assist with purchasing, vendor receipts, and accounts receivable

Operations Support

• Coordinate with the Field Manager and technicians daily
• Order office supplies, tools, or materials as needed
• Assist with onboarding and scheduling new hires
• Support company growth by helping refine systems and processes

Requirements

• Experience in HVAC, plumbing, electrical, or home services office roles (preferred)
• Experience with Workiz, Housecall Pro, ServiceTitan, or similar CRM
• Strong QuickBooks skills (required)
• 5+ years of experience in office management, dispatch, or customer service
• Strong multitasking, organization, and communication skills
• Ability to stay calm and professional during busy or high-pressure times
• Tech-savvy with the ability to learn software quickly
• Reliable, punctual, and able to work independently

Compensation & Benefits

Pay Range:

$18–$26 per hour, depending on experience

Benefits Include:

• Paid time off
• Health insurance (company contribution available)
• Performance bonuses
• Opportunity for growth as the business expands

Why Join Handy Dan Heating and Air?

• You’ll help shape a growing home-services brand in Jacksonville
• Stable hours and a supportive owner-led environment
• Modern tech stack: Workiz CRM, call/text automation, digital invoicing
• A team culture built on quality, professionalism, and customer care

Handy Dan Heating & Air is a drug-free workplace. Background check, drug screening, and a valid driver’s license are required. We are an Equal Opportunity Employer.