HVAC and Plumbing Office Manager

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.