The person who keeps everything running.
Homestead Service Partners is hiring an Office Manager to run daily operations at a commercial HVAC service company in Chicagoland. This role offers $55K–$85K total compensation, full benefits, performance bonuses, and a clear path into operations leadership.
What this job actually is.
You’ll be the operational backbone of a commercial HVAC service company in Chicagoland — managing everything that keeps the business running behind the scenes. Dispatch, scheduling, invoicing, accounts receivable, vendor coordination, customer communication, HR paperwork, parts ordering. If the technicians are the hands, you’re the nervous system.
This isn’t an admin role where you answer phones and file paperwork. You own the daily rhythm of the office — the workflows, the follow-ups, the systems that keep jobs moving and cash flowing. You’re the person who makes sure nothing falls through the cracks.
Homestead acquires commercial HVAC companies and operates them long-term. When a legacy owner steps back, we step in with real investment in systems, technology, and people. You’ll work closely with the General Manager through meaningful operational improvement — with the tools and leadership backing to actually make things better.
What a typical week looks like.
Office manager days are less predictable than tech days — the phone always has something for you. But there’s a rhythm, and here’s roughly how the week flows:
What you’ll actually do.
Running the Office
- Set the tempo for the day: Manage the daily workflow — answering phones, triaging service requests, coordinating with technicians, and keeping the schedule tight.
- Dispatch and scheduling: Work with field techs and the GM to schedule service calls, PM visits, and emergency dispatches. Balance urgency, geography, and tech availability.
- Invoicing and AR: Generate invoices within two days of job completion, track outstanding balances, follow up on past-due accounts, maintain clean AR aging. You own that number.
- Accounts payable: Process vendor invoices, track POs, reconcile statements, ensure timely payment. Coordinate with parts suppliers, equipment vendors, and subcontractors.
- Customer communication: Be the first point of contact for inbound calls. Manage service requests, relay job updates, handle scheduling confirmations, and resolve billing questions.
Systems, Records & Admin
- Field service software: Help implement and maintain the company’s FSM platform (ServiceTitan, BuildOps, ServiceTrade, or similar). Enter data accurately, generate reports, train team members on new workflows.
- Documentation: Keep customer files, equipment records, service histories, and compliance docs organized and current. Help the GM build SOPs and process checklists.
- Vendor coordination: Place parts orders, track deliveries, manage warranty claims, maintain supplier relationships. Flag reorder needs before they become emergencies.
- HR support: Assist with new hire paperwork, benefits enrollment, timesheet collection, and basic payroll coordination. Maintain employee records and compliance documentation.
- Reporting: Help the GM with weekly and monthly reporting — pulling data from QuickBooks, the FSM platform, and internal trackers. Prepare dashboards and KPI summaries.
What you won’t deal with here.
A lot of office manager roles at service companies look decent on paper and then bury you in chaos. Here’s what’s off the table:
- Expect you to run the office, do dispatch, AND be the bookkeeper with zero support
- Leave you with paper-based systems and no budget to fix them
- Pile on responsibilities without adjusting comp
- Treat the office manager role as “just admin”
- Hide behind a recruiter or HR portal
- Make you chase your own PTO approval
- Modern field service software — not spreadsheets and sticky notes
- A GM who understands operations and has your back
- Performance bonuses tied to metrics you can actually influence
- Health, dental, and vision coverage
- PTO, paid holidays, and real sick days
- A path into operations leadership as the company grows
Who we’re looking for.
- 3+ years of experience in office management, admin, or operations coordination — ideally at a service business, trades company, construction firm, or field services environment.
- Highly organized with strong attention to detail. You don’t let invoices sit, emails pile up, or schedules go sideways. You have systems for your systems.
- Comfortable with technology and quick to learn new platforms. QuickBooks experience is a strong plus. Familiarity with field service software (ServiceTitan, BuildOps, ServiceTrade, FieldEdge, or similar) is ideal.
- Strong communicator — you can handle a frustrated customer on the phone, coordinate clearly with technicians in the field, and write professional correspondence without blinking.
- Proactive, not reactive. You anticipate problems, flag issues early, and take ownership without being asked. You don’t wait for someone to tell you the AR is behind — you already pulled the report.
- On-site daily in Chicagoland. Hands-on, in-the-building role. The office doesn’t run itself.
- Respect for the trades. The technicians in the field are the backbone of the business. You’re here to make their jobs easier.
Nice to have, not required.
- Experience in commercial HVAC, mechanical, plumbing, or electrical service — you understand service agreements, dispatch rhythms, and seasonal demand.
- QuickBooks Online or Desktop proficiency — invoices, vendor bills, reconciliations, basic reporting.
- Track record of supporting a technology implementation or software transition.
- Working knowledge of AR management including aging reports, collections, and payment processing.
- Microsoft Office and Google Workspace fluency. Comfort with spreadsheets and dashboards.
- Experience supporting HR functions — onboarding, benefits, timesheets, compliance docs.
- Associate’s or bachelor’s degree in business admin, accounting, or related field — but real-world experience matters more.
- AI fluency. You’ve used ChatGPT, Claude, or similar tools to draft communications, build templates, clean data, or streamline repetitive workflows. Homestead is an AI-forward company — if you’ve started using AI to work smarter, you’ll fit right in.
How the pay works.
Base + bonus. Competitive base salary plus performance bonuses tied to operational metrics you can actually influence — invoicing speed, AR collection rates, scheduling accuracy, and overall office performance. Total comp depends on experience and the complexity of the portfolio company.
The career path. This isn’t a dead-end admin role. As Homestead acquires more companies, the operations team grows with it. Strong office managers become operations managers. That’s the trajectory we’re building for.
Questions people actually ask.
What software will I use?
QuickBooks for accounting, a modern FSM platform (ServiceTitan, BuildOps, or similar) for dispatch and scheduling, and standard office tools (Google Workspace, Excel). If you’ve used any of these, you’ll ramp fast.
How big is the team?
Typically 8–20 people depending on the portfolio company — service techs, a dispatcher (sometimes that’s you initially), and the GM. Small enough that you know everyone, big enough that there’s real complexity.
Is this just answering phones?
No. Phones are part of it, but this is an operations role. You own dispatch, invoicing, AR, vendor management, and reporting. The phone is one input — the operational rhythm of the business is the real job.
What’s the growth path?
As Homestead acquires more companies, we need people who can run operations across multiple locations. A strong office manager here has a clear path into an operations manager role overseeing systems across the portfolio.
Who do I report to?
The General Manager of the portfolio company. You’ll also have direct access to Michael (the CEO) for questions and support. No bureaucratic chain — small team, clear communication.
How fast will I hear back?
Every application goes straight to Michael. If there’s a potential fit, you’ll hear back within 48 hours — often same day. No recruiter black hole.
How to apply.
Every application goes directly to Michael Mayes, the CEO. No recruiters, no applicant tracking system, no automated screening.
Click “Email Your Resume” below
Opens your email with the subject line pre-filled.
Attach your resume and a short note
Tell us about your experience and what kind of environment you do your best work in. Doesn’t need to be formal.
Michael reviews personally
If there’s a fit, you’ll hear back directly — usually within a day or two.
Prefer to email your resume?
Attach your resume and a short note about your experience. PDF or Word format.
Email Your Resume →Who you’d be working for.
Homestead Service Partners is a Chicago-based company that buys and operates commercial HVAC service businesses across Chicagoland. Not private equity. Not a roll-up. We buy companies to keep them — protect the teams, preserve the brand, and invest in the tools and leadership that let these businesses grow.
Founded by Michael Mayes — 20-year veteran of building and operating service companies. If you’re tired of working at shops that treat the office like an afterthought, this is built to be different.