HVAC Office Administrator

Job description:

Overview

We are seeking a proactive and experienced HVAC Office Administrator to work with our contractors and software team to improve the next-generation operating system for contractor businesses.

If you’ve spent years running the office of an HVAC or contractor business, you understand how challenging operations can be — coordinating technicians, managing paperwork, tracking invoices, handling payroll, and keeping everything organized.

HomeWise AI is helping contractors unlock smoother operations through automation, AI-powered workflows, and optimized CRM systems.

In this role, you will work closely with CEO, software team and contractor partners to improve administrative workflows, optimize field service CRM systems, and streamline operational processes. Your expertise will help contractors unlock the full potential of their operations while enabling scalable growth.

You will play a critical role in shaping admin systems and may eventually lead and supervise additional office administrators as the company expands.

Responsibilities

Manage administrative processes including project documentation, invoicing, payment follow-ups, and operational records
Support contractor operations by coordinating scheduling, dispatch, and service workflows to ensure efficient job execution
Help contractors optimize and fully utilize their field service CRM platforms (such as ServiceTitan, Jobber, Housecall Pro, or similar systems)
Assist with payroll coordination, financial documentation, and internal reporting
Handle permits, rebate documentation, and compliance paperwork related to contractor projects
Identify operational inefficiencies and implement improved workflows using automation and technology
Maintain organized documentation systems and operational processes to ensure accuracy and efficiency
Collaborate with contractors and internal team members to improve communication and streamline operations
As the company grows, help train and supervise additional office managers supporting contractor partners
Qualifications

Many years of experience in HVAC or contractor office operations
Strong expertise using field service CRM systems such as ServiceTitan, Jobber, Housecall Pro, or similar tools
Hands-on experience with scheduling, dispatch coordination, invoicing, payroll support, and administrative documentation
Strong organizational and workflow management skills with attention to detail
Experience improving operational systems or implementing new tools within contractor businesses
Excellent communication skills when working with contractors, technicians, and customers
Comfortable learning and adopting automation tools and AI-powered systems that improve operational efficiency
Experience working in family-owned contractor businesses is strongly preferred
Why Join HomeWise AI

HomeWise AI is building technology and operational infrastructure that helps contractors run smoother and scale faster.

Our team includes experienced operators who have helped contractor businesses grow from $4M to $20M in revenue in under two years by building strong operational systems.

Now we are bringing those operational advantages to contractors across the industry through automation, AI-powered workflows, and smarter CRM systems.

This is an opportunity to join as an early team member, build the operational foundation of a growing company, and play a key role in modernizing how contractor businesses operate.

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Knowledge of field service CRM platforms (such as ServiceTitan, Jobber, Housecall Pro, or similar systems) is REQUIRED

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If you’re interested in this role, check out more information on the official website And apply now!