HVAC and Plumbing Office Coordinator

3 weeks ago

New York, New York, United States DJH MECHANICAL CORP Full time
Job Description

We are seeking a highly organized and detail-oriented professional to fill the role of HVAC and Plumbing Office Manager at DJH MECHANICAL CORP.

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 maintain accurate documentation of requests, technician assignments, 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 in a professional and courteous manner.
  • Request quotes from vendors and subcontractors and follow up on a regular basis.
  • Prepare and send bills for services completed in a timely and accurate manner.
  • 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 and 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 information.
  • Manage the vehicle fleet for maintenance, inspections, registrations, parking violations, insurance, and garages.
  • Provide administrative assistance to the internal team, field team, suppliers, subcontractors, and clients as needed.
Requirements:
  • High school diploma or equivalent
  • Minimum 5 years of 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

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

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