Junior Office Manager, HVAC – Accounts Receivable Focus

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WorkHero

WebsiteLinkedInAll Job Openings

2 - 10 employees

🤝 B2B

🏗️ Construction

💼 Consulting

B2B • Construction • Consulting

WorkHero is a managed back-office service that runs end-to-end administrative operations for small HVAC contractors. The company takes ownership of paperwork, billing and collections, pricebook management, maintenance plans, permits, rebates, equipment registrations, payroll and vendor/payments reconciliation, and sets up and optimizes field-service and accounting software such as Housecall Pro, ServiceTitan, and QuickBooks. Work is executed by dedicated HVAC office managers supported by AI-assisted automation to speed repetitive work while preserving human quality control; the offering is month-to-month and focused on removing admin bottlenecks so owners can scale without hiring or training in-house staff.

📋 Description

• Make accounts receivable collections calls for HVAC clients, contacting homeowners and commercial customers about unpaid invoices • Confirm payment, negotiate payment, take payments over the phone, and document outcomes • Maintain callback cadence on open balances • Flag disputed invoices and accounts requiring escalation to the account team or client owner • Make scheduling calls, including appointment confirmations and rescheduling • Reach out for maintenance agreement renewals • Conduct ad hoc outbound campaigns such as membership renewals, estimate follow-ups, and customer win-back lists • Log call notes and payment commitments in tracking sheets or field service management platforms • Protect client relationships while completing collections calls

🎯 Requirements

• 2+ years in an outbound or high-volume call centre role for an HVAC shop, or 2+ years as a dispatcher/CSR at an HVAC shop • HVAC-shop experience is required • Familiarity with HVAC terminology, including system types, maintenance agreements, and common repair line items • Comfort with collections conversations and asking for payment directly while remaining calm, friendly, and professional • Above-average people skills and ability to build rapport • Solid written communication for collections tracking and internal handoffs • Reliability and self-management in a remote setting • Reliable high-speed internet and a quiet dedicated workspace • Preferred: hands-on experience with ServiceTitan, Housecall Pro, or Jobber • Preferred: prior A/R or collections experience in the trades • Preferred: experience working with U.S. customers across multiple time zones

🏖️ Benefits

• Fully remote, with a distributed team • Clearly defined role with measurable impact • AI automation to reduce manual list-pulling • Opportunities for growth and promotion • Equity