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HVAC and Plumbing Office Manager

HVAC and Plumbing Office Manager

DJH MECHANICAL CORPNew York, NY, US
30+ days ago
Job type
  • Full-time
Job description

Job Description

Job Description

Job Summary

We are seeking a professional to join our team. In this role, you will receive .

The ideal candidate is highly organized with the ability to multi-task and work well under pressure.

Responsibilities

  • Receive requests and inquiries from customers and internal teams.
  • Schedule and dispatch technicians to customer sites based on priority, availability, and skill set.
  • Coordinate with technicians to ensure timely completion of jobs.
  • Track and update tickets, ensuring accurate documentation of requests, technician assignments, and job progress.
  • Communicate with customers regarding appointments, delays, and other relevant information.
  • Collaborate with internal team to address customer and technician needs and resolve issues.
  • Assist updating records, including customer information, service histories, and equipment details.
  • Handle incoming phone calls, emails, and other communications.
  • Request quotes from vendors and subcontractors and routinely follow up.
  • Itemize and prepare bills for services completed.
  • Place online orders, request submittals, verify lead time, prepare purchase orders, provide payment and schedule deliveries.
  • Complete forms accurately include tax exempt certificates, credit card authorizations, service tickets, etc.
  • Request and file vendor information such as COIs, W9s, subcontractor agreements and lien waivers.
  • Prepare estimates for clients using QuickBooks.
  • Assist with weekly payroll processing using ADP.
  • Review and save invoices and estimates.
  • Track open bills and due dates and review vendor statements.
  • Maintain calendar of due dates, renewal dates, annual deadlines, quarterly filings, etc.
  • Manage vehicle fleet for maintenance, inspections, registrations, parking violations, insurance, and garages.
  • 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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