Help build the future of HVAC business support
Join the team reinventing how small trades businesses operate
Join the team reinventing how small trades businesses operate
Help small business owners reclaim their time, reduce stress, and grow their businesses.
Work from anywhere, on a schedule that works for you - while helping real small business owners across the country.
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We are growing quickly and investing heavily in training, leadership development, and clear advancement paths for all of our employees.
A mission-driven team that collaborates daily and gets together for genuinely fun offsites.
Replace 3-7 with 5-6 and add a mention that this number is always expanding as our company grows.
We support HVAC contractors nationwide. You may work with companies in different time zones, so strong time management is key.
Yes, this is a fully remote position. You can work from wherever is comfortable for you, as long as you have a quiet space and fast, stable Wi-Fi. The only in-person component is our on-site company gatherings that happen twice per year. These are an important time to get together, brainstorm, reflect on the growth of the company so far, plan for the company's future, and forge strong bonds with your teammates. We all look forward to these events and have built lasting friendships at them.
You'll have flexibility, but need to be available during standard business hours to support contractors. Because you’ll be supporting multiple HVAC businesses, expect a structured but flexible schedule that ensures their admin work get handled efficiently.
You'll work with industry-standard tools including QuickBooks, Jobber, HouseCall Pro, and ServiceTitan. You will also use communication tools like Slack and Teams, plus our AI Agent Portal to help automate some of your tasks.
You don’t need a technical background, but you should be comfortable learning new systems. Our AI-powered tools help streamline task tracking and automate some of the most routine parts of key workflows—but every WorkHero Office Manager is a real person handling real business needs.
You'll receive structured onboarding covering HVAC-specific workflows, software training, and mentorship from experienced team members.
As you grow in your role and as the company itself grows, there are many opportunities for advancement. We have advancement paths in account management, onboarding, automation building, and team leadership We believe in promoting from within and investing in our team. It's a great time to join the company and grow with us.
Unlike freelance VA work, you're part of a team with ongoing training and support. We handle client acquisition, so you can focus on delivering exceptional service. This is a career, not a gig.
A Senior Office Manager must have had direct experience working as an office manager or a similar role in a HVAC shop. We look for people that have strong attention to detail, are process-oriented, and highly organized. Experience with Service Software like HouseCall Pro and ServiceTitan is important. Huge bonus if you have experience handling tasks like:
We can train you on areas where you may not have as much experience. Most importantly, we're looking for good people who support each other and collaborate to add to our team culture and WorkHero’s growth.
In a nutshell, a successful Senior Office Manager will have a book of business of five to six contractors who are happy, seeing major value in the relationship and seeing positive business outcomes. Those contractors choose to stick with us month after month because of the incredible support they receive from their Senior Office Manager.
In managing relationships with 5-6 contractors, your typical day may will vary a lot, but will usually include some of these:
Getting started is straightforward:
1. Kickoff & access (about 60 minutes).
We’ll confirm goals, connect the systems you already use, and set priorities for the first few weeks (for example: Housecall Pro / ServiceTitan, QuickBooks, and email).
2. Meet your dedicated office manager.
You’ll have a primary point of contact who owns the day-to-day work.
3. We take over execution.
Within a few business days, we begin monitoring the work as it comes in (jobs, invoices, customer requests, paperwork deadlines) and executing the back-office tasks end-to-end based on the plan we set together.
You get a dedicated office manager on your account to talk to every week.
We connect to the systems you already use (like Housecall Pro/ServiceTitan, QuickBooks, and email), then your dedicated HVAC office manager, supported by AI, monitors work as it comes in and executes the back-office tasks end-to-end.
AI helps speed up repetitive, document-heavy work (like data entry, documentation, and follow-ups), while your office manager handles approvals, quality control, and the messy edge cases. That “human-in-the-loop” approach keeps work fast and accurate.
WorkHero owns your HVAC back office.
Common areas we take over include:
• Rebates: Submit and follow up on rebates end-to-end
• Permits: File permits ahead of installs based on your location
• Equipment Registrations: Handle manufacturer warranty registrations end-to-end
• Billing: Invoicing & collections, A/R cleanup, expense reconciliation
• Maintenance plans: Plan setup and tracking, enrollment & renewals
• Pricebook: Pricebook build/cleanup, job costing support
• Ops systems: Housecall Pro setup/optimization, workflow automations, SOP development
The key difference is ownership: we don’t just “help” with tasks, we run the workflows end-to-end and keep them running.
WorkHero is built for busy HVAC owners who:
If the back office is a bottleneck, WorkHero is designed to remove it.
A full-time hire can work but it comes with recruiting, ramp time, training, and turnover risk.
The goal is the same: a back office that runs consistently, without you having to build and manage the function from scratch.
Virtual assistants typically execute tasks you assign.
WorkHero is HVAC-specific and is built to own outcomes across HVAC workflows, rebates, permits, registrations, billing, collections, maintenance plans, and pricebook upkeep, so work doesn’t bounce back to you.
No, WorkHero works with the tools you already use and makes sure they’re set up and maintained properly.
For example, if your Housecall Pro system is messy or underutilized, we’ll organize workflows, improve billing and A/R follow-up, and keep the operational details current so the system supports the business instead of slowing it down.
Our team brings 50+ years of combined experience running back offices inside real HVAC businesses, not generic admin roles, not adjacent industries. That means when a rebate portal changes, a permit jurisdiction pushes back, or your service software is a mess, we've seen it before and we know exactly what to do.
No. WorkHero is month-to-month.
Pricing depends on what you need and the scope of coverage. Many customers fall in the $1,000–$3,000/month range (and some higher-scope plans may be above that).
Most owners prefer a short weekly check-in, and day-to-day communication happens by text, email, or phone, whatever is fastest.
In the first 30–60 days, we typically prioritize the biggest operational bottlenecks, often billing/collections cleanup, paperwork backlogs (rebates/permits/registrations), and making sure your systems are set up to run consistently.
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