Office Manager

Reports to: President   

FLSA Status: Exempt                                                               

The Opportunity

This position is primarily responsible for building and coordinating manufacturer and product training across the Sales, Service, and Parts teams to strengthen company-wide line card knowledge. Rather than reacting to manufacturers requests, this role gets in front of it – planning a proactive annual training calendar, working directly with engineers, contractors, and architects to coordinate training for the sales team, and coordinating closely with Marketing on materials and branding. This role also provides some flexible support for general sales administration and office management duties as needed. 

Responsibilities

• Serve as the primary point of contact for manufacturers and vendors by building strong working relationships, understanding their product offerings, and staying informed of training schedules and upcoming opportunities.
• Maintain and manage the training calendar that aligns manufacturer, vendor, and other events to support timely planning, cross-department coordination, and minimal disruption to business operations.
• Plan, build, and coordinate training across the Sales, Service, and Parts departments to strengthen company-wide product knowledge.
• Coordinate Lunch & Learns with the sales team, including scheduling, invitations, catering, and presenter logistics.
• Partner with the Service department to plan and coordinate technical training for service technicians.
• Work directly with engineers, contractors, and architects to build training curriculum and content tailored to their needs.
• Coordinate closely with the Marketing team on training materials, branding, and event promotion.
• Own customer coordination for training events, ensuring a consistent, professional experience for manufacturers, customers, and internal teams.
• Track and report on training delivered, attendance, and outcomes across departments.
• Perform administrative functions such as preparing internal and external correspondence, preparing presentations, receiving visitors, arranging conference calls, scheduling meetings and handling travel. 
• Supervises the maintenance of office equipment, including copier, fax machine, etc. Responsible for the facilities day-to-day operations and security access.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Provide general sales administration and office management support as needed.
• Performs other duties as assigned.

The Required Profile

• Associate’s Degree and/or 2 years of experience in training coordination, curriculum development, sales support, or a related administrative role; or 4 years equivalent combination of education and experience
• Strong PC skills in Microsoft Word, Excel, PowerPoint, and Outlook.
• HVAC, Mechanical Contracting, Engineering or Construction industry experience a plus
• Comfortable coordinating and presenting training to a range of audiences, including sales, service, engineers, contractors, architects, and manufacturer representatives

Other Skills/Abilities

Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information and training content in one-on-one, small group, and larger group settings to customers, contractors, engineers, architects, manufacturer representatives, and other employees of the organization.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in an office environment and will regularly travel to customer, contractor, and manufacturer sites to coordinate and deliver training. Some travel may be required.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE:  This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.