Keep the Machine Running
Lead the systems and people that power SumZero every day.
At SumZero Energy Systems, great field work depends on strong operations behind the scenes. The Office Manager helps keep the company organized, supporting scheduling, administration, and customer experience while ensuring the team can operate efficiently every day.
Who We Are
At SumZero Energy Systems, we're on a mission to revolutionize heating and cooling solutions. Join our passionate team and be a part of creating a brighter, greener future together! We value accountability, efficiency, and teamwork, and we are committed to making a positive impact in the world.
We are looking for a highly organized and proactive Office Manager to own and lead the administrative operations of our company while supporting our field teams, customer experience, and company cash flow.
Why Join Us
Enjoy competitive compensation starting at $80,000 per year, along with health and dental insurance options. We offer paid vacation and bonus compensation opportunities.
Become part of a dynamic, fast-growing team that values your input and supports your growth while making a real impact in the HVAC and energy industry.
We have a rigorous hiring process but move FAST for the right person. You could be hired in as little as 10 days! Don't worry—if you take the time to apply, we respond to 100% of applicants.
Requirements
- Salary: starting at $80,000 per year
Work Hours: 40 hours per week
Experience with dispatching in HVAC or plumbing is required
- Experience with ServiceTitan is strongly preferred
- Strong organizational and leadership skills
- Ability to manage multiple operational priorities
What You'll Be Doingt
Keep the office organized and operating efficiently.
- Oversee CSRs and call center staff
- Ensure phones are answered quickly and professionally
- Maintain an accurate customer database in ServiceTitan
- Manage office supplies, vendors, and subscriptions
- Maintain company administrative records and documentation
- Maintain company licenses, certificates, and compliance documents
Ensure the service board and sales pipeline stay organized and productive.
- Oversee service department scheduling processes
- Oversee scheduling and routing of incoming sales leads
- Optimize technician capacity
- Monitor unassigned calls and unbooked leads
- Reduce schedule gaps and balance technician workloads
- Assist with emergency scheduling or reschedules
Ensure customers receive a consistent and high-quality experience.
- Monitor online reviews
- Track and respond to customer complaints
- Follow up on unresolved customer issues
- Track callbacks and customer concerns
- Ensure required paperwork is completed and stored
- Maintain quality control documentation
Provide operational reporting to leadership on key metrics such as:
- Booking rate
- Calls taken
- Install backlog
- Open estimates
- Callback percentage
- Accounts receivable aging
- Customer satisfaction metrics
Protect company cash flow and financial processes.
- Track accounts receivable
- Follow up on invoices and collections
- Reconcile deposits
- Process customer payments
- Manage customer financing paperwork
- Monitor AR aging and follow up on outstanding balances
Ensure proper handling of rebates and financing documentation.
Process and submit Mass Save rebate applications
Track rebate approval status and follow up on submissions
Maintain documentation required for rebate compliance
- Assist with Mass Save HEAT Loan documentation and processing
- Track financing approvals and documentation requirements
- Coordinate with customers to collect missing documentation
“There’s no egos here. You do great work, they notice. You need help, someone shows up.”
—Maurice D., Service Manager
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We review every application personally. You’ll hear back from us within 3 business days.
Questions? Email us directly at careers@sumzeroenergy.com