Junior Office Manager, HVAC – Accounts Receivable Focus

This is a fully remote position, open to applicants in United States.

📋 Description

• Conduct accounts receivable collection calls for HVAC clients, reaching out to homeowners and commercial clients regarding outstanding invoices.

• Verify payments, negotiate terms, process payments over the phone, and document the results.

• Maintain a regular follow-up schedule for outstanding balances.

• Identify disputed invoices and accounts that need escalation to the account management team or client owner.

• Make scheduling calls, including confirming appointments and rescheduling as necessary.

• Contact clients for maintenance agreement renewals.

• Conduct various outbound campaigns, such as membership renewals, estimate follow-ups, and customer re-engagement efforts.

• Record call notes and payment agreements in tracking sheets or field service management systems.

• Safeguard client relationships while executing collection calls.

⛳️ Requirements

• A minimum of 2 years in an outbound or high-volume call center position for an HVAC business, or 2 years as a dispatcher/CSR at an HVAC company.

• Experience in an HVAC environment is mandatory.

• Knowledge of HVAC terminology, including system types, maintenance agreements, and common repair items.

• Comfortable engaging in collection conversations and directly requesting payments while maintaining a calm, friendly, and professional demeanor.

• Strong interpersonal skills and an ability to build rapport with clients.

• Excellent written communication skills for tracking collections and facilitating internal transitions.

• Dependability and self-management capabilities in a remote working environment.

• Access to a reliable high-speed internet connection and a quiet, dedicated workspace.

• Preferred: hands-on experience with ServiceTitan, Housecall Pro, or Jobber.

• Preferred: previous accounts receivable or collections experience in the trades.

• Preferred: experience working with U.S. clients across various time zones.

🏝️ Benefits

• Fully remote position within a distributed team.

• Clearly defined role with measurable impact on outcomes.

• AI automation to streamline manual list-pulling processes.

• Opportunities for professional growth and advancement.

• Equity options available.