HVAC Office Administrator (South Africa)

Office Administrator & Bookkeeper with HVAC Knowledge

Location: Remote

Working Hours: 8:00 AM - 5:00 PM CST

Monthly Salary: $1, 000 - $1, 800 USD

We are a rapidly growing HVAC company seeking a highly motivated, self-starting Office Administrator to support back-office operations and help streamline our day-to-day processes. The ideal candidate will bring a solid foundation in administrative support, HVAC knowledge, and bookkeeping, with the ability to provide operational insights as we scale.

Key Responsibilities

• Back Office Administration: Perform all administrative support functions including scheduling, reporting, email handling, and documentation.
• State Registrations: Manage licensing and ensure ongoing compliance with state registration requirements across multiple jurisdictions.
• Payroll Management: Oversee payroll processing with accuracy and timeliness.
• Customer Service Support: As needed, assist in answering customer calls and inquiries, delivering excellent customer experiences.
• Bookkeeping & Financial Management: Maintain financial records using QuickBooks; assist with reconciliations, invoicing, and reporting.
• Platform Management: Work within House Call Pro (integrated with QuickBooks) to manage workflows, job tracking, and service billing.
• Documentation: Maintain organized, up-to-date records for registrations, payroll, expenses, and internal processes.
• Team Collaboration: Partner closely with leadership to identify areas for operational improvement and help implement scalable administrative systems.
• Insights & Reporting: Analyze trends in administrative and financial data to offer actionable recommendations for process improvement.

Qualifications

• HVAC Knowledge: Familiarity with HVAC terminology, workflows, and industry standards is highly preferred.
• Administrative Experience: Minimum 2 years of experience in office administration, preferably in a service-based or HVAC environment.
• Bookkeeping Expertise: Proficient in QuickBooks with a solid understanding of bookkeeping principles.
• Tech-Savvy: Skilled in House Call Pro and Microsoft Office Suite, especially Excel (for reporting and data analysis).
• Communication Skills: Strong verbal and written communication; capable of client interaction and clear internal reporting.
• Self-Starter: Able to work independently, take initiative, and manage multiple responsibilities in a remote setting.
• Attention to Detail: Highly organized and detail-oriented, with a proactive approach to problem-solving.
• Growth Mindset: Eager to contribute to a fast-paced, expanding company with opportunities for professional development.