Junior Office Manager, HVAC – Accounts Receivable Focus
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Job Description
Junior Office Manager collecting overdue HVAC invoice payments for WorkHero, which provides office support and AI tools to small HVAC businesses. Handling calls, payment follow-ups, scheduling, and documentation.
Responsibilities:
- 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
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