Office Manager

Office Manager (On-Site | Arlington Heights, IL)

About the Opportunity

We are happy to partner with a well-established mechanical contractor with over a century of industry experience is seeking a highly organized and proactive Office Manager to support operations at its Arlington Heights location.

Position Overview

The Office Manager will oversee daily administrative and operational functions, serving as a key point of coordination across service, project management, and accounting teams. This is a hands-on role focused on keeping workflows efficient and ensuring smooth day-to-day business operations. This is not an executive assistant position.

Key Responsibilities

• Oversee daily office operations to maintain an organized and efficient work environment
• Manage office supplies, equipment, and vendor relationships
• Act as the central point of contact for internal office coordination
• Support service, project management, and accounting teams with administrative tasks
• Manage incoming calls, mail, and general correspondence
• Maintain organized digital and physical filing systems
• Assist with reporting, document preparation, and data entry
• Coordinate scheduling support for service and project teams
• Help manage work order flow and communication between office and field staff
• Ensure timely and accurate processing of service-related documentation
• Assist with invoicing, purchase orders, and expense tracking
• Support timesheet collection and payroll coordination
• Partner with accounting to maintain accurate billing and documentation processes
• Identify process improvements and help implement standardized procedures

Qualifications

• 4–7+ years of office management, administrative, or operations experience
• Ability to independently manage a fast-paced office environment
• Strong organizational skills with high attention to detail
• Proficiency in Microsoft Word, Excel, and Outlook
• Experience with invoicing, purchase orders, and expense tracking
• Strong communication skills across office and field teams
• Familiarity with document management systems (e.g., SharePoint, Google Drive)
• Exposure to payroll/timekeeping systems (e.g., ADP, Paychex)
• Experience in HVAC, construction, mechanical, or service-based industries preferred

Benefits

• Eligible for discretionary bonus
• Medical, dental, and vision insurance
• 401(k) + Employee Stock Ownership Plan (ESOP)
• Paid vacation and holidays
• Life insurance