HVAC and Plumbing Office Coordinator

2 weeks 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 join our team at DJH Mechanical Services Inc. as an HVAC and Plumbing Office Manager. In this role, you will be responsible for coordinating our dispatch and purchasing operations, ensuring seamless communication with customers and internal teams, and maintaining accurate records.

Key Responsibilities
  1. Receive and respond to customer inquiries and requests in a timely and professional manner.
  2. Schedule and dispatch technicians to customer sites based on priority, availability, and skill set.
  3. Coordinate with technicians to ensure timely completion of jobs and maintain accurate documentation.
  4. Track and update tickets, ensuring accurate documentation of requests, technician assignments, and job progress.
  5. Communicate with customers regarding appointments, delays, and other relevant information.
  6. Collaborate with internal teams to address customer and technician needs and resolve issues.
  7. Assist with updating records, including customer information, service histories, and equipment details.
  8. Handle incoming phone calls, emails, and other communications.
  9. Request quotes from vendors and subcontractors and follow up on a regular basis.
  10. Prepare bills for services completed and maintain accurate financial records.
  11. Place online orders, request submittals, verify lead time, prepare purchase orders, provide payment, and schedule deliveries.
  12. Complete forms accurately, including tax exempt certificates, credit card authorizations, service tickets, and other necessary documents.
  13. Request and file vendor information, such as COIs, W9s, subcontractor agreements, and lien waivers.
  14. Prepare estimates for clients using QuickBooks and assist with weekly payroll processing using ADP.
  15. Review and save invoices and estimates, track open bills and due dates, and review vendor statements.
  16. Maintain a calendar of due dates, renewal dates, annual deadlines, quarterly filings, and other important dates.
  17. Manage the vehicle fleet for maintenance, inspections, registrations, parking violations, insurance, and garages.
  18. Provide ad hoc administrative assistance to our internal team, field team, suppliers, subcontractors, and clients.
Qualifications
  • High school diploma/GED
  • 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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