Office Manager

Job Title: Office Manager / Financial AdministratorJob Description

The Office Manager / Financial Administrator oversees administrative and financial operations for a commercial and residential HVAC organization. This role supports office operations, accounting functions, reporting activities, and project administration while partnering closely with company leadership. The position offers meaningful ownership over office processes and financial administration, with exposure to both operational and financial aspects of the business.

Responsibilities

• Manage daily accounting and bookkeeping activities to ensure accurate and timely financial records.
• Process accounts payable and accounts receivable transactions, including vendor payments, customer payments, and collections activities.
• Review, correct, and process invoices to ensure accuracy and completeness before posting or sending.
• Support collections efforts by tracking outstanding balances and coordinating follow-up with customers.
• Maintain financial records, job costing data, and project documentation for both service and construction projects.
• Process and track AIA billing for commercial projects, ensuring compliance with contract and billing requirements.
• Reconcile financial records and support preparation of periodic financial reporting.
• Coordinate payroll preparation and review employee time records for accuracy prior to processing.
• Manage office operations, including administrative processes, document retention, and vendor relationships.
• Maintain organized records for customers, projects, permits, contracts, and vendors.
• Support project managers with project administration requirements, including documentation and reporting.
• Generate financial reports and KPI reporting for leadership to support decision-making and business performance tracking.
• Maintain CRM and operational software systems, ensuring data accuracy and up-to-date information.
• Support budgeting, forecasting, and business improvement initiatives by providing financial data and administrative support.

Essential Skills

• Minimum 5 years of experience in office management, accounting, bookkeeping, or financial administration.
• Hands-on experience utilizing QuickBooks, including QuickBooks Online, for managing accounting functions, financial records, invoice entry, reconciliation, and reporting.
• Experience with accounts payable and accounts receivable, including vendor payments, customer payments, and cash flow activities.
• Demonstrated ability to process invoices and maintain accurate financial records.
• Strong organizational skills with a high level of attention to detail.
• Proficiency with Microsoft Office, including strong skills in Microsoft Excel for reporting, data analysis, and financial tracking.
• Experience using CRM software to manage customer and project information.

Additional Skills & Qualifications

• Experience supporting commercial installation or construction-related billing environments utilizing AIA billing practices.
• Background in office management, including overseeing office operations, administrative processes, document retention, and vendor relationships.
• Understanding of project accounting and job costing for service and construction projects.
• Experience with CRM platforms such as ServiceTitan or similar systems.
• Familiarity with ERP or operational software systems.
• Ability to partner closely with company leadership and project managers to support both operational and financial initiatives.
• Interest in contributing to budgeting, forecasting, and continuous business improvement efforts.

Work Environment

This role is based in an onsite office environment that supports both residential service and commercial project operations within the HVAC industry. The schedule runs from 7:00 AM to 4:00 PM, providing consistent daytime hours. You will work in a collaborative office setting that supports both operational teams and field staff, utilizing tools such as QuickBooks, CRM software, Microsoft Office, and other operational systems to manage financial and administrative activities.

Job Type & Location

This is a Permanent position based out of Bath, PA.

Pay and Benefits

The pay range for this position is $65000.00 - $75000.00/yr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Health, Dental, Vision Insurance; PTO and Holidays; 401(k) with Company Match; Performance Bonus Opportunities; Professional Development and Training

Job Type & Location

This is a Permanent position based out of Bath, PA.

Application Deadline

This position is anticipated to close on Nov 5, 2026.

Workplace Type

This is a fully onsite position in Bath,PA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.