Job Details

HVAC Office Manager & Senior Bookkeeper – Spokane, WA

About Us

Cline's Heating and Air is a veteran‑owned HVAC leader serving Spokane and North Idaho since 1988. We set the standard for quality, expertise, and customer satisfaction. Our team is made of high performers who take pride in their craft, support each other, and never settle for average. We invest in training, the best tools and technology, and a culture of accountability, growth, and teamwork.

Job Summary

As our HVAC Office Manager & Senior Bookkeeper you'll be the heartbeat of Cline's finance function. You'll oversee every dollar coming in and going out—service invoices, account receivables, payroll—and turn data into clear insights that guide our next big move. You'll work side by side with the owners, refine cash‑flow forecasts, flag opportunities or risks before they surface, and build scalable systems that powered our growth from $1 million to $3 million in 12 months and will drive us toward tripling again. You'll also manage our administrative assistant and step in on phones to support dispatch when the team is tied up.

Core Responsibilities

• Post daily journal entries, customer payments, vendor invoices, and expense reports.
• Lead month‑end and year‑end close processes, including balance sheet reconciliations and variance analyses.
• Prepare consolidated financial statements and distribute to leadership.
• Reconcile bank, credit‑card, and loan accounts for operations and rental properties.
• Track rental income, operating expenses, CAM reconciliations, and capital‑improvement costs.
• Maintain depreciation schedules and fixed‑asset registers.
• Generate and send customer invoices; monitor aging AR and follow up on past‑due balances.
• Review vendor invoices for accuracy, negotiate payment terms, and schedule bill payments.
• Process bi‑weekly payroll for all employees; administer benefits enrollments and year‑end W‑2/1099 preparation.
• Build rolling 12‑month cash‑flow models and scenario analyses; monitor weekly cash balances and recommend treasury actions.
• Develop and distribute weekly and monthly dashboards: revenue by service line, job‑cost variance, gross margin, and key operational metrics.
• Assist dispatch when CSR and dispatcher are tied up; handle billing inquiries and service‑order confirmations.
• Maintain digital employee files, licensing renewals, and insurance certificates; coordinate with external CPA and auditors for tax filings, sales‑tax returns, and annual audits.
• Support due‑diligence accounting for potential acquisitions or new business lines; integrate new entities into chart of accounts and reporting framework.
• Lead process‑improvement projects—streamlining workflows, updating SOPs, and documenting procedures.

Qualifications

• 5+ years of progressive bookkeeping/accounting experience, preferably in HVAC, construction, real estate, or multi‑entity environments.
• Advanced proficiency in QuickBooks Online/Desktop, Microsoft Excel (pivot tables, V‑lookups), and familiarity with ServiceTitan or similar CRMs.
• Proven track record of month‑end close, multi‑entity consolidations, and real‑estate accounting.
• Strong analytical mindset with uncompromising attention to detail.
• Excellent communication skills—able to distill complex financial data into clear insights.
• Self‑starter with a “do whatever it takes” attitude, a positive outlook, and a commitment to our core values.
• Associate's or Bachelor's degree in Accounting, Finance, or related field preferred (but demonstrated experience and drive matter most).

Benefits & Culture

• $75,000–$125,000 plus bonuses and performance incentives.
• Continued education, medical, dental, vision, and accident insurance.
• 401K plan, paid holidays, paid vacation time, and ongoing training opportunities.
• Opportunity for advancement, mentorship, and personal, professional, and financial goal planning.
• Family‑owned values: community trips, camping trips, BBQs, and other fun activities throughout the year.
• Employee Recognition Program providing bonuses and/or paid time off for exceptional service.

Why Join Us

• Stability and growth: trusted company with an impeccable reputation and ample opportunities for advancement.
• Community impact: give back to the communities that have supported us over the years.
• Training and development: extensive opportunities to stay ahead in the HVAC industry.
• Family‑owned values: well‑being and success of team members is a priority.

Our Mission

Setting the standard in the HVAC industry by delivering unparalleled quality, technology, and customer service excellence.

Our Vision

To be the undisputed household name for HVAC excellence in Spokane and Coeur d'Alene.

Our Core Values

• Inspirational: everything we do is bigger than us.
• Disciplined: we do what we say we are going to do, no exceptions.
• Accountable: we hold ourselves and our team accountable for true growth.
• Transparent: we prioritize the work that gets us closer to our big goals.
• Aligned: we align business goals with every team member's personal and financial goals.
• Results Oriented: we get things done.

Seniority Level

Mid‑Senior level

Employment Type

Full‑time

Job Function

Accounting/Auditing and Finance

Industries

Steam and Air‑Conditioning Supply