Commercial Refrigeration Office Manager/Administrator

Office Manager / Administrator Location: Houston, TX (On-Site). Company: Huy Cool Refrigeration LLC. About the Company: Huy Cool Refrigeration LLC is a growing commercial refrigeration service company serving hospitals and commercial facilities across Houston. We specialize in preventive maintenance, service and repairs, and special projects that keep our clients’ operations running reliably and safely. We’re looking for a professional, detail-oriented Office Manager / Administrator to oversee our daily office operations, support field service coordination, and handle administrative, accounting, and compliance duties. If you thrive in a fast-paced, service-driven environment and enjoy keeping things organized, we’d love to hear from you. Key Responsibilities: Administrative & Office Operations: Manage daily office workflow, ensuring an organized, professional, and efficient environment. Oversee office supplies, vendor accounts, utilities. Maintain electronic and paper filing systems, including invoices, work orders, and compliance documentation. Compile compliance reports using preventive maintenance documentation. Handle company correspondence, phone calls, and email inquiries. Scheduling & Coordination: Support dispatch and scheduling of technicians for maintenance and service calls. Ensure accurate completion and submission of service documentation and forms. Maintain up-to-date customer, vendor, and technician contacts. Accounting & Financial Support: Process and track vendor invoices, purchase orders, and expense reports. Reconcile company credit card statements and employee reimbursements. Handle Accounts Receivable tasks: Generate and send invoices through ServiceTitan. Track payment status and follow up with customers on outstanding balances. Maintain aging reports and communicate regularly with management on collections. Assist with cash receipts, deposits, and monthly revenue reconciliation. HR & Payroll Support: Assist with onboarding new employees and maintaining personnel files. Track attendance, timecards, and expense reports for payroll processing. Maintain compliance documentation for safety, training, and insurance records. Reporting & Communication: Support the Operations General Manager with weekly and monthly administrative reports. Prepare summary dashboards or KPI reports from ServiceTitan or accounting data. Coordinate between field, warehouse, and management teams to ensure smooth operations. Qualifications & Skills: Required: 5+ years of office management or administrative experience (preferably in service, trades, or field operations). Strong organizational and multitasking abilities. Must be detailed-oriented. Proficiency in Microsoft Office Suite (Excel, Word, Outlook, OneNote, Teams). Familiarity with bookkeeping or accounting software (QuickBooks, ServiceTitan, or similar). Excellent written and verbal communication skills. Preferred: Experience with Accounts Receivable, billing, and collections. Knowledge of preventive maintenance workflows or dispatch scheduling. Experience working with hospitals, stadiums, or commercial clients a plus. What You Bring: A proactive, dependable attitude with a strong sense of ownership. Commitment to accuracy and process improvement. The ability to collaborate with technicians, warehouse staff, and management effectively. A customer-service mindset and professionalism in communication. Compensation & Benefits: Salary: $20 - $32 / hour, depending on experience. Benefits: Paid time off, company health contribution, and performance-based incentives. Full-time position, Monday-Friday, 8:00 AM - 5:00 PM, based in Houston. About Huy Cool Refrigeration LLC: Huy Cool Refrigeration LLC is a licensed and insured commercial refrigeration servicing and maintenance company. We are located in central Houston and service all of the greater Houston area.Each project brings unique challenges and requires careful attention to detail. Our ultimate goal is to deliver a finished product we would be proud to call our own. We will work with you to maintain and service or install the highest quality components at the best possible price. At Huy Cool, our focus is building a company that is recognized for our quality and customer-centered service. We take pride in providing our clients with the best-in-class commercial refrigeration services available.