Office Manager

Flite Mechanical is a fast-growing commercial and residential HVAC/mechanical service contractor based in Spring Valley, CA serving the greater San Diego area. We pride ourselves on fast response times, high-quality technical execution, and exceptional customer communication. We are upgrading our operations with modern workflows and AI-driven automation tools to ensure zero drop-off between client calls, scheduling, and invoicing.

Position Overview

We are seeking a highly organized, detail-obsessed Office Manager to serve as the operational heartbeat of our Spring Valley office. In this role, you will manage customer intake, oversee field scheduling, ensure 100% complete and accurate job notes, and manage timely client invoicing.

The ideal candidate thrives in a structured environment, takes pride in double-checking their own work, and is excited to work alongside modern digital tools and AI-assisted workflows to maximize operational efficiency.

Core Responsibilities

• Customer Intake & Communication: Handle incoming client calls and service requests with professionalism. Capture complete diagnostic context and client requirements during intake.
• Dispatch & Scheduling Precision: Schedule field technicians based on availability, skill set, and travel zones. Maintain zero double-bookings and ensure real-time calendar updates.
• Job Note Quality Control: Review, complete, and verify all schedule entries and field work orders. Ensure technicians and management have 100% accurate information (equipment specs, access codes, client instructions, and diagnostic findings).
• Billing & Invoicing: Generate and issue accurate client invoices within 24 hours of job completion. Perform line-by-line checks against field work orders, labor hours, and parts lists to eliminate billing errors.
• Employee Payroll: Weekly review of timesheets and quality of time keeping, prepare and review final time sheets for owner approval.
• AI & Operational Workflow Support: Work daily with modern communication and automation tools (e.g., call transcriptions, digital job templates, and cloud storage systems) to keep operations streamlined.
• Office Coordination: Maintain office inventory, manage incoming mail/vendor invoices, and ensure smooth day-to-day administrative operations.

Qualifications & Key Competencies

• Location: Must reside in the Greater San Diego Area and be available to work from our local office at least 50% of the work week (2-3 days in-office, with flexibility for remote work).
• Experience: 2+ years of experience in office management, dispatching, or administrative operations (experience in trades, HVAC, plumbing, or field services is a major plus).
• Detail-Oriented Mindset: Proven track record of high accuracy in data entry, scheduling, and financial/invoicing tasks. You naturally review your own work before pressing "send."
• Tech-Savvy: Comfortable navigating digital software, cloud platforms (Google Workspace/Drive), field service software, and modern communication apps. Eager to use modern AI automation tools to reduce manual typing.
• Communication: Clear, professional verbal and written communication skills for interacting with clients, technicians, and executive leadership.
• Problem Solver: Calm under pressure when managing shifting technician schedules or urgent client service requests.

Compensation & Work Environment

• Salary: $60,000 base annual salary.
• Schedule: Full-time, Monday through Friday.
• Hybrid Structure: Balanced hybrid model with 50% in-office collaboration in San Diego and 50% remote flexibility once fully onboarded.
• Growth: Opportunity to help shape and modernize the operational standards of a growing mechanical services company.

How to Apply

Please submit your resume along with a brief summary highlighting your experience with scheduling, invoicing, and keeping operations running smoothly.

Pay: From $60,000.00 per year

Benefits:

• Flexible schedule
• Health insurance

Work Location: Hybrid remote in Spring Valley, CA 91977