HVAC and Plumbing Office Manager

7 days ago

New York, New York, United States DJH MECHANICAL SERVICES INC Full time

Job Summary

We are seeking a highly organized and detail-oriented professional to fill the role of HVAC and Plumbing Office Manager at DJH Mechanical Services Inc. In this position, you will be responsible for coordinating with technicians, managing customer requests, and ensuring the smooth operation of our office.

Key Responsibilities

  • Receive and respond to customer inquiries and requests in a timely and professional manner.
  • Schedule and dispatch technicians to customer sites based on priority, availability, and skill set.
  • Coordinate with technicians to ensure timely completion of jobs and accurate documentation of requests and job progress.
  • Communicate with customers regarding appointments, delays, and other relevant information.
  • Collaborate with internal teams to address customer and technician needs and resolve issues.
  • Assist with updating records, including customer information, service histories, and equipment details.
  • Handle incoming phone calls, emails, and other communications.
  • Request quotes from vendors and subcontractors and follow up on outstanding quotes.
  • Prepare and send bills for services completed.
  • Place online orders, request submittals, verify lead time, prepare purchase orders, provide payment, and schedule deliveries.
  • Complete forms accurately, including tax exempt certificates, credit card authorizations, service tickets, and other relevant documents.
  • Request and file vendor information, such as COIs, W9s, subcontractor agreements, and lien waivers.
  • Prepare estimates for clients using QuickBooks.
  • Assist with weekly payroll processing using ADP.
  • Review and save invoices and estimates.
  • Track open bills and due dates and review vendor statements.
  • Maintain a calendar of due dates, renewal dates, annual deadlines, quarterly filings, and other relevant dates.
  • Manage the vehicle fleet for maintenance, inspections, registrations, parking violations, insurance, and garages.
  • Provide ad hoc administrative assistance to internal teams, field teams, suppliers, subcontractors, and clients.

Requirements

  • High school diploma or equivalent.
  • Minimum 5 years of previous experience in dispatch and/or purchasing.
  • Excellent typing and data entry skills.
  • Strong verbal and written communication skills.
  • Highly organized with the ability to multitask and prioritize.
  • Ability to work in a fast-paced environment and adapt to changing priorities.
  • Proficiency in using computer software and systems, including scheduling software, and Microsoft Office Suite.
  • Familiarity with HVAC and plumbing terms and equipment is desirable but not required.

Compensation

Negotiable based on experience. Flexible work-from-home options available.

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