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About 1-888-Heat-Pumps Founded in 2023, 1-888-Heat-Pumps is a growing heating and cooling business serving the Bay Area. The company was started by three High School Friends in Berkeley, CA and its success is grounded in taking care of our customers, supporting coworkers, and taking pride in our work. We believe home heating and cooling technology is the future of making homes efficient and comfortable. We currently have 8 installers and 2 electricians and complete around 20 installation jobs a month. What Are We Looking for in an Office Manager? With our successful growth, it is time to add this core position to assist in aligning business systems and supporting our mission. We are looking for an innovative and entrepreneurial thinker with prior experience in office management. Someone who has an eye for improving processes and is a team player. You must have great communication skills and a willingness to learn. Primary objective is to ensure a smooth, efficient workflow and high client satisfaction. You must understand the project deliverable processes and contribute to the 1-888-Heat-Pumps culture, mission, and values. The Office Manager position is fulltime and based in our Berkeley, CA headquarters. Sample of Job Duties •Work collaboratively with 1888 Team members in the development, planning, and execution of agency operations (i.e., sales, field operations, administration). •Manage resources throughout the full project management cycle including procuring job inventory, team schedules, job tracking, and financials. •Coordinate with vendors, sub-contractors, 1-888-Heat-Pumps team members, and clients. •Submit rebate, incentives, and permit applications, monitoring the processes from beginning to end. •Keep financial information up to date and accurate. •Efficiently use software applications including project management CRM House Call Pro, QuickBooks, rebate portals, on-line permit application portals, and others. •Facilitate communication with customers. Address and resolve customer concerns in a timely manner. •Understand compliance with local building codes, HVAC regulations, and a safe work environment. •Keep paper and electronic job files up to date. •Work closely with Administrators, report-up, and participate in regular meetings. Minimum Qualifications • Exceptional communication and organizational skills. Applicant should have an understanding the trades, preferably residential HVAC, and have experience in client relationships. •Excellent time management, organization, and problem-solving skills. •Ability to respond to busy situations in a patient, friendly, and timely manage. •Responsible and motivated. •Detail-oriented, committed to follow-through and completion of tasks. •Able to work independently yet prioritize collective success. •Passion for improving home efficiency. •Digital proficiency: Microsoft Office Suite, QuickBooks, CRM project software including House Call Pro and Service Titan. Ability to work efficiently and accurately in Excel. •Education: High School or trade school graduate. •Driver’s License. Valid state-issued driver’s license and satisfactory driving record. •Experience in HVAC and/or construction management desired. Salary Range: $80,000 range commensurate with experience Please email cover message and resume