HVAC and Plumbing Office Manager

DJH MECHANICAL CORP; New York (NY); Hybrid; USD 60,000 - 80,000; Full time

Job summary

An established industry player is looking for a dedicated professional to enhance their dispatch operations. In this dynamic role, you will manage customer inquiries, coordinate technician schedules, and ensure timely job completion. The ideal candidate is highly organized, adept at multitasking, and thrives in a fast-paced environment. With flexible work-from-home options and a focus on collaboration, this position offers a unique opportunity to contribute to a vital team while developing your skills in a supportive atmosphere. If you are ready to take on new challenges and make a difference, this role is perfect for you.

Qualifications

• 5+ years of experience in dispatch and/or purchasing.
• Strong organizational and multitasking abilities are essential.

Responsibilities

• Receive and manage requests from customers and internal teams.
• Schedule technicians and track job progress effectively.

Skills

Data Entry Skills

Communication Skills

Organizational Skills

Multitasking

Proficiency in Microsoft Office

Scheduling Software

HVAC Knowledge

Education

High School Diploma/GED

Tools

QuickBooks

ADP

Job description

Job Summary

We are seeking a professional to join our team. In this role, you will receive requests and inquiries from customers and internal teams. The ideal candidate is highly organized with the ability to multi-task and work well under pressure.

Responsibilities

1. Receive requests and inquiries from customers and internal teams.
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.
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 team to address customer and technician needs and resolve issues.
7. Assist 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 routinely follow up.
10. Itemize and prepare bills for services completed.
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, etc.
13. Request and file vendor information such as COIs, W9s, subcontractor agreements and lien waivers.
14. Prepare estimates for clients using QuickBooks.
15. Assist with weekly payroll processing using ADP.
16. Review and save invoices and estimates.
17. Track open bills and due dates and review vendor statements.
18. Maintain calendar of due dates, renewal dates, annual deadlines, quarterly filings, etc.
19. Manage vehicle fleet for maintenance, inspections, registrations, parking violations, insurance, and garages.
20. Provide ad hoc administrative assistance to our internal team, field team, suppliers, subcontractors, and clients.

Qualifications

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

Compensation

Negotiable based on experience

Flexible work from home options available.