HVAC Office Operations Manager

Capitol Supply and Service, a Style Crest company, is seeking a highly organized and proactive HVAC Office Operations Manager to lead the administrative and coordination functions of our service department. This role is ideal for someone who thrives in a fast-paced office environment, excels at managing people and processes, and ensures everything behind the scenes runs smoothly.In this position, the HVAC Office Operations Manager provides operational leadership for the service department, overseeing scheduling, dispatch, billing, workflow processes, and customer communication. This role works closely with the Service Manager, who oversees field technicians and financial performance, while the Operations Manager ensures smooth execution of daily operations.For over 30 years, Capitol have been a trusted partner to the Manufactured Housing Industry, offering HVAC services, repairs, and refurbishments. Our mission is to deliver high-quality products, competitive pricing, and exceptional customer service, building a strong reputation in the process. With five Michigan locations, we provide comprehensive services, including furnace, air conditioner, water heater repairs, and HVAC installation.Key ResponsibilitiesService Coordination LeadershipLead and manage Service Coordinators and daily coordination activitiesSet performance expectations and ensure workflow accountabilityProvide coaching, training, and development for team membersResolve scheduling conflicts and provide coverage during peak timesScheduling & Dispatch OversightManage technician scheduling, routing, and workload distributionOptimize appointment allocation and geographic efficiencyCoordinate emergency response and on-call coverageTrack and improve scheduling KPIs (response times, completion rates, etc.)Workflow & Order ManagementOversee service and installation workflow from order entry to completionEnsure accuracy and timeliness of work orders and documentationIdentify and resolve workflow delaysBilling & Administrative OperationsOversee invoicing, quoting, and billing processesAudit invoices for accuracy and resolve discrepanciesSupport accounts receivable and payroll coordinationCustomer Service CoordinationSupport resolution of customer inquiries and service concernsEnsure timely follow-up and fulfillment of service commitmentsMaintain strong customer relationships through effective communicationField Operations SupportAct as liaison between office operations and field techniciansSupport job readiness, parts coordination, and equipment availabilityAssist with basic HVAC technical questionsInventory & Fleet CoordinationMonitor inventory levels and coordinate material procurementAssist with inventory counts and discrepancy resolutionOversee service vehicle readiness, maintenance, and complianceReporting & Performance AnalyticsAnalyze operational data including scheduling, workload, and productivityTrack KPIs and recommend process improvementsReport insights to leadershipTeam Development* Assist with hiring, onboarding, and training of coordinators* Foster a collaborative, customer-focused team environmentRequirements3 to 5+ years of experience in HVAC operations, service coordination, or dispatch leadershipPrior supervisory experience in a service or administrative teamStrong understanding of HVAC service operations (manufactured housing experience preferred)Proven ability to manage scheduling, workflows, and operational processesExperience with dispatch/service management software and Microsoft OfficeStrong analytical, organizational, and problem-solving skillsExcellent communication and customer service abilitiesDemonstrated leadership and team development skillsBenefitsHealth Care Plan (Medical, Dental & Vision)Life Insurance (Basic, Voluntary and AD&D)Vacation TimeShort Term & Long Term Disability401K with Company MatchPaid HolidaysCapitol Supply and Service, a Style Crest company, is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable law. We ensure fair treatment in all aspects of employment, including recruitment, hiring, training, promotion, and compensation. Our commitment to diversity and inclusion fosters a workplace where every individual is valued and respected.This is an on‐site position based in Flint, MI. Regular in‐person presence is required.Typical work hours are Monday through Friday 8am to 5pm.