HVAC Office Manager & Senior Bookkeeper.
Location : Spokane, WA (Building our new office in the Spokane Valley).
Salary : $75,000–$90,000 DOE + Bonuses & Incentives.
ABOUT US :
At Cline’s, we don’t just install HVAC systems—we set the standard for quality, expertise, and customer satisfaction. As Spokane's most distinguished HVAC company, we have been serving homeowners, businesses, and contractors since 1988 with a commitment to excellence that goes beyond just getting the job done. We believe in building lasting relationships, not just with our customers, but with our employees and industry partners. Our team is made up of high performers who take pride in their craft, support each other, and never settle for average. We invest in ongoing training, the best tools and technology, and a work culture that values accountability, growth, and teamwork. At Cline’s, we offer competitive wages, career advancement opportunities, and a company culture that feels like family. Whether it’s a company BBQ, team outings, or simply celebrating wins together, we believe in creating an environment where people love to work. If you’re looking for a company that values excellence, integrity, and the pursuit of being the best, Cline’s AC is the place for you.
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. Working side by side with the owners, you’ll refine cash‑flow forecasts, flag opportunities or risks before they surface, and build the scalable systems that powered our growth from $1 million to $3 million in just 12 months and will drive us toward tripling again.
This role goes beyond numbers. Our administrative assistant will work under you in sharing best practices in financial reporting and compliance, and together you’ll contribute to our team grounded in our core values of inspirational leadership, disciplined follow‑through, accountability, transparency and aligned growth. You’ll also lend a hand on the phones—stepping in to support dispatch and our team when they’re tied up—so our customers always get the prompt, professional service they expect. This position is at the hub of our business.
If you thrive on ownership, embrace big targets and are passionate about building processes, this is your chance to shape a community‑focused, veteran‑owned company that refuses to settle for “just okay".
CORE RESPONSIBILITIES :
Full‑Cycle Bookkeeping & Close :
- 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.
Multi‑Entity & Real‑Estate Accounting :
Reconcile bank, credit‑card, and loan accounts for Cline’s HVAC operations and our rental properties.Track rental income, operating expenses, CAM reconciliations, and capital‑improvement costs.Maintain accurate depreciation schedules and fixed‑asset registers.Accounts Payable & Receivable :
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 to optimize cash flow.Manage credit memos, write‑offs, and collections communications.Payroll & Benefits Administration :
Process bi‑weekly payroll for all employees, ensuring correct withholdings, deductions, and garnishments.Administer benefits enrollments, changes, and year‑end W‑2 / 1099 preparation.Coordinate time‑off tracking and PTO accruals.Cash‑Flow Forecasting & Analysis :
Build rolling 12‑month cash‑flow models and scenario analyses to support growth planning.Monitor weekly cash balances, prepare cash‑management reports, and recommend treasury actions.Identify trends, risks, and opportunities in revenue, margins, and expense lines.Financial Reporting & KPI Management :
Develop and distribute weekly and monthly dashboards : revenue by service line, job‑cost variance, gross margin, and key operational metrics.Present insights and actionable recommendations at leadership meetings.Collaborate with department heads to set, track, and adjust financial goals.Customer & CSR Support :
Step in to answer phones and assist dispatch when our CSR and dispatcher are tied up.Handle billing inquiries, payment arrangements, and service‑order confirmations.Ensure every customer interaction reflects our commitment to prompt, professional service.Compliance & Controls :
Maintain digital employee files, licensing renewals, and insurance certificates.Coordinate with external CPA and auditors for tax filings, sales‑tax returns, and annual audits.Implement and monitor internal controls to safeguard company assets.Special Projects & Growth Initiatives :
Support due‑diligence accounting for potential acquisitions or new business lines.Integrate new entities into our chart of accounts and financial 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-$90,000 plus bonuses and performance incentives.Continued education.Medical.Dental, Vision, Accident Insurance are also available.401K Plan.Opportunity for advancement.Paid holidays.Paid vacation time.Ongoing local, regional and national training opportunities.Mentorship and personal, professional, and financial goal planning.Our family of employees participate in hunting trips, camping trips, BBQ’s and other fun activities throughout the year.Employee Recognition Program that provides bonuses and / or paid time off when employees provide exceptional service to the company and our customers.WHY JOIN US :
Stability and Growth : As part of our team, you'll have the security of working for an established company with an impeccable reputation that’s been leading the charge in the commercial HVAC space since 1988. With a solid foundation, and a track record of success, you’ll have ample opportunities for growth and advancement.Community Impact : At Cline's Air Conditioning, we believe in giving back to the communities that have supported us over the years. By joining our team, you'll be contributing to our mission of creating meaningful jobs and preserving the integrity of our industry in the face of increasing corporate consolidation.Training and Development : We understand that staying ahead in the HVAC industry requires continuous learning and skill development. That's why we offer extensive training opportunities to ensure our team members have the knowledge and expertise they need to excel in their roles.Family-Owned Values : As a family and veteran owned business, we prioritize the well-being and success of our team members. When you join Cline's Air Conditioning, you're not just an employee - you're part of our family, and we'll do everything we can to support you in your career journey.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. We show up to work not just for ourselves but to impact our team, create the best solutions for our customers, and chase our full potential.Disciplined : We do what we say we are going to do. No exceptions. We train every day to continue learning and growing.Accountable : We hold ourselves and our team accountable because true growth doesn’t happen by accident. Extreme accountability leads to extraordinary results.Transparent : We have big goals and move quickly. Our team operates with transparency to prioritize the work that gets us closer to those goals.Aligned : We hire growth-oriented individuals because our business can’t grow if our people aren’t growing. We align our business goals with every team member’s personal, professional, and financial goals—when our team wins, the company wins.Results Oriented : We get things done.About Cline's Heating and Air Conditioning :
Cline’s Heating and Air is a veteran-owned HVAC leader serving Spokane and North Idaho since 1988. Founded by the Cline family on a bedrock of integrity and a promise to “fix what others only replace” we’ve built deep community roots and a reputation for top-tier workmanship—you’ve likely seen our technicians at parts and supply houses. In May 2024, the Boston family acquired Cline’s, tripling our size within the first year while keeping our vision, mission, and core values intact. Today, we invest in our people with competitive wages, ongoing certification training, and clear career paths so every team member can excel. As we press forward to become the undisputed authority in local HVAC services, we’re looking for skilled, dependable professionals who share our commitment to excellence and community. Join us and help shape the next chapter of Cline’s Heating and Air.
