HVAC Office Lead (HVAC Experience Required)

Job Description

Job DescriptionSalary: $40,000 $65,000 a year (based on experience, performance, and progression)

Job Description Office Lead (HVAC Experience Required)

A/C Authority is growing, Come Grow with Us! A/C Authority is a State Licensed and Insured HVAC Company located in Port St. Lucie, FL. We have been servicing Palm Beach to Vero since 2019, specializing in service, repairs, maintenance, and installation for both residential and commercial air conditioning systems.

Beyond Just Fixing: A Role Packed With Opportunities and Growth.

Were not just fixing A/C units were building a movement of skilled professionals driven by technology, growth, and impact. Our Office Lead is the backbone of our operations the person who ensures everything is organized, schedules are tight, finances are accurate, and both the office and field staff are supported.

This role is for an experienced HVAC office professional who thrives in a fast-paced environment, can foster teamwork across the company, and brings positive energy to every challenge. Youll need to be strong with technology, financials, HR processes, and leadership. Without excellent computer skills and the ability to drive cooperation, you will not succeed in this role.

Company Benefits:

• 401(k) with Company Match
• Paid Holidays
• PTO - Vacation, Sick, and Personal
• Health, Dental, and Vision Insurance
• Ongoing Training and Education

Qualifications (Must-Have):

• Proven office experience in the HVAC industry (dispatching, permitting, service coordination, and customer communication)
• Strong computer and technology skills are a must daily use of HVAC management software, spreadsheets, and digital tools is required
• Proficient in Microsoft Office, Google Suite, and Outlook
• Experience with Housecall Pro or similar HVAC service software
• Experience handling mechanical permits and warranty processing
• Solid understanding of financial functions (accounts payable, receivable, reconciliations, reporting)
• Experience assisting with HR tasks (onboarding, employee records, compliance tracking, payroll support)
• Strong leadership and organizational skills; able to oversee office operations with minimal supervision
• Excellent communication skills for working with technicians, management, vendors, and customers
• High integrity, professionalism, and ability to handle sensitive information
• Able to thrive in a fast-paced, high-pressure environment
• Valid Drivers License and legally authorized to work in the U.S.
• Able to pass a background check

The Right Fit for This Role

The right candidate will be:

• Disciplined and dependable, with the flexibility to work extended hours during peak season.
• Proactive and organized, ensuring weekly schedules, workflows, and priorities are prepared in advance so the field team can start strong every Monday.
• Tech-savvy, able to navigate multiple software platforms with speed and accuracy technology drives this role, and without strong computer skills, you will fail
• Financially sharp and HR-minded, balancing the back office with compliance and accuracy
• A team builder, fostering trust, respect, and strong cooperation between office staff and technicians in the field
• Positive and energetic at all costs, setting the tone for a productive, solutions-focused environment even under pressure
• Committed to being onsite daily, ensuring smooth operations at our shop in Port St. Lucie

Your Mission, Should You Choose to Accept:

Job Responsibilities:

• Lead the office in daily HVAC operations, ensuring schedules, communication, and processes run smoothly
• Answer incoming calls and schedule service appointments
• Oversee and maintain the dispatch board for service and installation teams
• Prepare service proposals and assist with customer follow-up
• Manage the maintenance program and track recurring services
• Handle accounts payable and receivable; process invoices, issue payments, reconcile accounts, and support financial reporting
• Assist with HR functions: onboarding, employee records, payroll support, compliance tracking, and coordination with leadership on staffing needs
• Order equipment and parts for service calls and installs
• Process and verify equipment warranties and handle warranty registrations
• Submit and track mechanical permits
• Maintain an organized, efficient, and professional office environment
• Oversee fleet management and ensure vehicles remain compliant and service-ready
• Foster teamwork and communication across office and field staff
• Maintain positive energy and professionalism in all interactions, especially during high-pressure situations

Work Expectations

This is an onsite position at our Port St. Lucie shop. Remote or hybrid arrangements are not available.

• Daily presence is required to lead operations and support field staff
• Early starts and late finishes are part of the role
• Sunday prep work is expected to ensure the week is fully ready before technicians hit the field on Monday
• Must be willing to put in 5060 hours per week, especially during peak seasons

Compensation & Career Path

This is a salaried position with bonus opportunities.

• All new hires begin with a 30-day probationary period, during which performance and results will be closely reviewed.
• After probation, salary opportunities increase based on demonstrated ability to manage office operations effectively.
• This position is designed as a career track, with the potential to grow into Office Manager with higher pay and expanded responsibilities over time.

The right person will find long-term stability, growth, and increasing earning potential in this role.

About A/C Authority Inc.:

Established in 2019, A/C Authority is a family-owned and operated HVAC company. Our office is located in Port St. Lucie, FL, and we proudly serve residential and light commercial customers across the Treasure Coast.

Are You Who We're Looking For? Let's Talk!