Office Manager

OFFICE MANAGER

Rodeo Heating and Cooling

Rodeo Heating and Cooling is a fast growing residential HVAC company looking for a high level Office Manager who knows how to run a service office that performs. This is not an entry level administrative role. We are looking for someone who has already operated inside a successful HVAC company doing $8M to $15M in annual revenue and understands what it takes to keep technicians productive, schedules full, and customers happy.

This role is ideal for a strong operations professional who thrives in a fast paced service environment and takes ownership of results. The Office Manager will oversee daily office operations, dispatch coordination, and customer service while working closely with ownership to scale the company’s growth.

A deep working knowledge of Housecall Pro CRM and HVAC service workflows is required. The position is hybrid with regular in person work required at our Gilbert, Arizona office.

• Take ownership of the day to day performance of the office and customer service team
• Lead and manage CSRs, dispatch, and administrative staff to maintain a high performance culture
• Ensure strong communication and coordination between the office, service technicians, and installation teams
• Implement operational systems and processes that improve efficiency and technician productivity
• Maintain high standards of professionalism, accountability, and customer experience
• Assist ownership in scaling the company while maintaining operational excellence
• Train and develop office staff to consistently perform at a high level
• Maintain and continuously improve internal operating procedures

• Own the service board and daily scheduling strategy to maximize revenue and technician efficiency
• Ensure calls are booked properly, dispatched efficiently, and completed with accurate job documentation
• Maintain strong oversight of all jobs within Housecall Pro including notes, invoices, photos, and payments
• Monitor technician KPIs such as average ticket, conversion rate, and revenue per call
• Coordinate maintenance schedules to keep technicians busy year round
• Assist with installation coordination and service follow ups
• Ensure all service calls move smoothly from booking to completion
• Maintain organized digital records and job documentation

• Set the standard for an exceptional customer experience from first call to job completion
• Handle escalated customer issues with professionalism and urgency
• Maintain strong follow up systems to ensure customer satisfaction
• Monitor reviews and customer feedback to continuously improve service quality
• Ensure every customer interaction reflects the Rodeo Heating and Cooling brand

• Track and report key performance metrics including booked calls, technician productivity, and average ticket
• Monitor membership growth and service revenue trends
• Provide ownership with operational insights that help drive company growth
• Identify inefficiencies and implement improvements that increase profitability and technician performance
• Assist in planning staffing and scheduling needs for peak seasons

• Minimum 3 to 5 years experience managing operations, dispatch, or office administration in a residential HVAC company
• Experience working in an HVAC company generating $8M to $15M in annual revenue
• Advanced working knowledge of Housecall Pro CRM
• Strong leadership and team management ability
• Highly organized with the ability to manage multiple moving parts in a fast paced service business
• Deep understanding of HVAC service operations and technician workflow
• Willing to commute regularly to Gilbert, Arizona
• Comfortable working in a hybrid environment with both in office and remote responsibilities

• A problem solver who takes ownership of results
• Someone who understands how to keep technicians productive and revenue moving
• A leader who can build systems, enforce standards, and elevate the entire office team
• A professional who wants to help scale a growing HVAC company