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Huy Cool Refrigeration LLC · 2 months ago

Commercial Refrigeration Office Manager/Administrator

Houston, TX

Full-time

Onsite

Senior Level

$20/hr - $32/hr

5+ years exp

Huy Cool Refrigeration LLC is a growing commercial refrigeration service company serving hospitals and commercial facilities across Houston. They are seeking a professional, detail-oriented Office Manager / Administrator to oversee daily office operations, support field service coordination, and handle various administrative, accounting, and compliance duties.

Mechanical Or Industrial Engineering

Responsibilities

Manage daily office workflow, ensuring an organized, professional, and efficient environment

Oversee office supplies, vendor accounts, utilities

Maintain electronic and paper filing systems, including invoices, work orders, and compliance documentation

Compile compliance reports using preventive maintenance documentation

Handle company correspondence, phone calls, and email inquiries

Support dispatch and scheduling of technicians for maintenance and service calls

Ensure accurate completion and submission of service documentation and forms

Maintain up-to-date customer, vendor, and technician contacts

Process and track vendor invoices, purchase orders, and expense reports

Reconcile company credit card statements and employee reimbursements

Handle Accounts Receivable tasks: Generate and send invoices through ServiceTitan. Track payment status and follow up with customers on outstanding balances. Maintain aging reports and communicate regularly with management on collections. Assist with cash receipts, deposits, and monthly revenue reconciliation

Assist with onboarding new employees and maintaining personnel files

Track attendance, timecards, and expense reports for payroll processing

Maintain compliance documentation for safety, training, and insurance records

Support the Operations General Manager with weekly and monthly administrative reports

Prepare summary dashboards or KPI reports from ServiceTitan or accounting data

Coordinate between field, warehouse, and management teams to ensure smooth operations

Qualification

Office management experienceMicrosoft Office SuiteBookkeeping softwareAccounts ReceivablePreventive maintenance knowledgeMultitasking abilitiesCustomer service mindsetOrganizational skillsCommunication skills