HVAC Office & Dispatch Manager

Classifieds24.info; New York (NY); Hybrid; USD 28,000 - 55,000; Full time

Job summary

Maselli Contracting & HVAC LLC is seeking an Administrator/Office Manager to coordinate daily dispatching, customer communications, and general office duties for a busy HVAC/plumbing service business in Westchester County. The role includes calendar management, basic HVAC guidance, and social media promotion.

The ideal candidate has dispatching experience, strong organizational skills, and a customer-focused mindset. HVAC knowledge is a plus, with on-the-job learning available.

Qualifications

• Dispatching experience is required, preferably in a service or field technician setting.
• Tech-savvy with scheduling software, email platforms and social media tools.
• Highly organized with the ability to manage multiple moving parts.
• Excellent time management and adaptability to changing plans.
• Strong customer service mindset and professional communication.
• General HVAC knowledge or willingness to learn on the job.
• Problem-solving skills to resolve scheduling or service issues quickly.
• Fluent with social media platforms like Facebook, Instagram, and Google Business.

Responsibilities

• Dispatch HVAC technicians each morning for efficient scheduling.
• Act as primary contact with customers via phone and email.
• Provide basic HVAC system information and maintenance guidance.
• Maintain office calendar and schedule service calls and appointments.
• Manage company social media to promote services and engage locals.
• File permits with towns and maintain accurate records.

Skills

Dispatching experience

Tech-savvy

Organizational skills

Time management

Customer service

HVAC knowledge

Problem-solving

Social media

Tools

Scheduling software

Email platforms

Social media tools

Job description

Administrator/Office Manager - admin / office - administrative job employment

Maselli Contracting & HVAC LLC, established 2018, is an HVAC and plumbing business serving a wide range of customers all throughout Westchester County. The company boasts a loyal customer base, with excellent service being our priority.

Job Responsibilities:

As our Office Manager, you will be at the heart of our daily operations, supporting both internal teams and our valued customers. Key responsibilities include:

- Technician Dispatching: Coordinate and deploy HVAC technicians each morning, ensuring efficient scheduling and timely arrivals at job sites.

- Customer Communication: Serve as the primary point of contact for customer inquiries via phone and email, delivering friendly and knowledgeable support.

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- General HVAC Support: Answer basic questions related to HVAC systems, services, and maintenance.

- Scheduling & Calendar Management: Maintain the office calendar, manage all booking requests, and handle day-to-day scheduling for technicians, service calls, and appointments.

- Social Media Management: Regularly update and monitor the company’s social media channels to promote services, share updates, and engage with the community.

-File permits with various towns and maintain exceptional records.

Qualifications:

We're looking for a proactive, detail-oriented individual who thrives in a fast-paced environment and enjoys balancing both people and process. The ideal candidate will have:

- Previous dispatching experience (A MUST), especially in a service-based or field technician setting

- Tech-savvy skills, including comfort with scheduling software, email platforms, and social media tools

- Strong organizational abilities, capable of managing multiple moving parts with accuracy and clarity

- Excellent time management, able to prioritize and adjust plans in real time

- Customer service mindset, with professional communication skills both written and verbal

- General HVAC knowledge (preferred), or a willingness to learn quickly on the job

- Problem-solving attitude, with the ability to think ahead and resolve scheduling or service issues efficiently

- Social media fluency, especially with platforms like Facebook, Instagram, and Google Business

Does this role sound like you? Apply now!

Email your resume if interested

Job Type: Full-time

Pay: $20.00 - $40.00 per hour Based on Experience