Assistant Office Manager

HR One; Liverpool (TX); On-site; USD 54,000 - 69,000; Full time

Job summary

Peterson HVAC and Plumbing in Upstate New York is seeking a highly organized Assistant Office Manager to coordinate projects, service operations, purchasing, scheduling, documentation, and administrative processes behind the scenes.

The role acts as a key link between ownership, managers, technicians, vendors, and customers to ensure projects move smoothly from scheduling through invoicing, with a focus on problem-solving, accountability, and process improvements.

Qualifications

• Highly organized and detail-oriented.
• Naturally proactive and follows through on commitments.
• Comfortable communicating with employees at all levels.

Responsibilities

• Monitor status of service calls, maintenance agreements, and installation projects.
• Follow up with managers, technicians, vendors, and customers to ensure projects stay on track.
• Coordinate material orders, equipment deliveries, and vendor communications.
• Assist in tracking job progress from scheduling through invoicing.
• Help ensure all required paperwork, documentation, and customer records are completed accurately.
• Support operational reporting and project tracking.
• Work closely with ownership and management to identify and resolve operational bottlenecks.
• Assist with maintaining accountability for deadlines, follow-up items, and milestones.
• Support office operations and help improve processes and efficiencies.
• Utilize technology and software systems to maintain accurate information and reporting.

Skills

Organized & detail-oriented

Proactive

Communication skills

Tech-savvy

Multitasking

Growth mindset

Industry experience (HVAC/Plumbing)

Job description

Peterson HVAC and Plumbing, a well-known, locally owned and operated company serving the Upstate New York Region for over 20 years is seeking a highly organized, proactive, and detail-oriented Assistant Office Manager to help keep our business running smoothly behind the scenes.

This position will play a pivotal role in the daily coordination of projects, service operations, purchasing, scheduling, documentation, and administrative processes that keep our team operating efficiently.

The ideal candidate enjoys solving problems, staying organized, following up on details, and helping teams remain accountable. This role will serve as a key link between ownership, managers, technicians, vendors, and customers to ensure projects move efficiently from scheduling through completion and invoicing.

What You’ll Do

• Monitor the status of service calls, maintenance agreements, and installation projects.
• Follow up with managers, technicians, vendors, and customers to ensure projects stay on track.
• Coordinate material orders, equipment deliveries, and vendor communications.
• Assist in tracking job progress from scheduling through invoicing.
• Help ensure all required paperwork, documentation, and customer records are completed accurately.
• Support operational reporting and project tracking.
• Work closely with ownership and management to identify and resolve operational bottlenecks.
• Assist with maintaining accountability for deadlines, follow-up items, and project milestones.
• Support office operations and help improve processes and efficiencies.
• Utilize technology and software systems to maintain accurate information and reporting.

Ideal Candidate

• Highly organized and detail-oriented.
• Naturally proactive and follows through on commitments.
• Comfortable communicating with employees at all levels of the organization.
• Strong technology and software skills.
• Able to manage multiple priorities in a fast-paced environment.
• Interested in long-term growth and advancement into a leadership role.
• Experience in HVAC, plumbing, construction, home services, or related industries is preferred but not required.

Salary Range: $54,000 - $69,000 Annually Depending on Experience

Peterson Plumbing is an Equal Opportunity Employer and considers all applicants without regard to any protected characteristic under federal, New York State, or local law.