HVAC Office Manager & Dispatch Specialist

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

Job summary

Maselli Contracting & HVAC LLC is seeking an Office Manager to oversee daily operations, coordinate technician dispatching, and handle customer communications for a busy Westchester County HVAC and plumbing business.

The role requires a proactive, detail-oriented approach, with prior dispatching experience as a must. HVAC knowledge is preferred, or a willingness to learn quickly on the job. Social media management is part of the duties, alongside scheduling and record-keeping.

Qualifications

• Must have previous dispatching experience in service-based or field technician settings.
• Tech-savvy with scheduling software and email platforms.
• Strong organizational and time-management abilities.
• Excellent written and verbal customer service skills.
• Willingness to learn basic HVAC concepts.
• Social media fluency on major platforms (Facebook, Instagram, Google Business).

Responsibilities

• Dispatch HVAC technicians each morning with efficient scheduling.
• Serve as primary contact for customer inquiries via phone and email.
• Answer basic questions about HVAC systems and services.
• Manage office calendar, bookings, and scheduling for calls and service visits.
• Update and monitor company social media channels.
• File permits with towns and maintain records.

Skills

Dispatching

Customer service

Time management

Organizational skills

HVAC knowledge

Communication skills

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.

- 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