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Office Manager

Location: 

Leesport, PA, US

Company:  UGI HVAC Enterprises, Inc.

UGI HVAC Enterprises, Inc. is one of the largest heating, ventilation, air conditioning, plumbing, mechanical & electrical contracting, and project management service providers in Eastern and Central Pennsylvania. We have roots that date back decades and are strongly embedded in the communities we serve. Through the years, we have broadened our capabilities and now offer even more services to meet the needs of our customers. During this time, our diverse business units have served several hundred thousand residential, commercial and industrial customers.

Summary:

This position is responsible for managing the daily functions of the office and field support in the HVAC operating area. Responsibilities include; distribution of clerical workload, monitoring of workload and  training of clerical staff and oversight of all day to day clerical activity, including implementation of and adherence to company procedures and policies. The position will also be responsible for managing the ordering and coordination of equipment, parts and materials for the HVAC business.

 

Duties:

Operational Task

  • Ensure that all work performed by technicians is profitable, discuss low profit or no profit work with Service Managers/Project Managers to determine cause and how to avoid repeat issues. Report findings to General Manager for possible additional discussions with Managers
  • Research, compile and analyze departmentalized breakdown of business departments as requested or as needed to provide insight into which departments are profitable. Discuss finding with General Manager to ensure sound business decisions are made for improved profitability. Discuss, develop and implement possible solutions.

 

Project Task

  • Read construction contracts / documents, organize needed documents and meet deadlines
  • Prepare Bid packets and obtain necessary documents required in contract
    • Bonds/Insurance
    • Past Performance Lists
    • Prepare binders and documents
  • Coordinate signatures and delivery of bid
  • Redline contract with legal review suggestions

 

Job Management and Billing

  • Read construction contracts to determine type of billing required, retainage held, purchase order / subcontractor info
  • Organize Change Orders and extras to job and ensure all possible billing is captured
  • Review technicians labor sheets and material invoices to look for extra work performed above contract scope and check vendor invoices to avoid overpaying for materials
  • Manage open Purchase Orders on Jobs
  • Clerical management of certified payroll jobs including receiving required paperwork from subcontractors working for Berkshire
  • Prepare AIA billing

 

Manage Monthly Close

  • Identify opportunities to maximize month end billing with Project Managers and Service Managers
  • Monitoring receiving, service billing, job billing to ensure an accurate financial result
  • Identify and discuss with Managers and Corp about progress on the close, profitability, unusual charges or transactions

 

Inventory Management

  • Develop a policy to identify excess material utilized on projects and have it returned to vendors for credit
  • Prepare / coordinate / execute yearly truck and warehouse inventories
  • Track inventory completion and prepare variance reports and address concerns with General Manager
  • Manage vehicle inventory counting and/or transferring when vehicles are sold, employees are hired, employees are terminated, and when vehicles are switching between employees
  • Periodic policy and procedure review as needed with service managers, project managers, warehouse person and technicians to ensure proper inventory procedures are followed.

Billing/Accounts Receivable

  • Set up vendor accounts utilizing multiple customer billing software systems to direct invoice customer (Aconex, Procore, Corrigo, GC Pay, and IS Net World)
  • Directly contact any abnormal or high dollar collection accounts that require a manager input or require legal action.
  • File all court documents to file civil complaints

                               

Management Task

  • Periodically review procedures to ensure efficiency and accurate procedures are in place.
  • Train and provide support to other internal managers on procedures and financial questions
  • Oversee current employees and train and develop new employees performing the following tasks:
    • Service Scheduling
    • PM Scheduling and Contract Fulfillment
    • Afterhours Answering Service Effectiveness
    • Customer Web Service Portal Compliance and Management
    • Liability Insurance Compliance and Permit Acquisition
    • Billing / Accounts Receivable
      • Service Billing
      • Contract Billing
      • Invoicing through different required customer portals
        • Purchase Order Entry
        • Receiving Purchase Orders
        • Vendor Disputes
        • Management Approval of all Payables Invoices

UGI HVAC Enterprices, Inc. is an Equal Opportunity Employer.  Candidates must be able to pass a pre-employment drug screen and a criminal background check.


Nearest Major Market: Reading PA

Job Segment: Accounts Payable, Clerical, Warehouse, Electrical, Embedded, Finance, Administrative, Manufacturing, Engineering, Technology