We are seeking a highly organized, efficient, and motivated Office Manager to join our growing HVAC team. The ideal candidate will possess strong administrative skills, attention to detail, and experience in managing office operations. As the Office Manager, you will be responsible for overseeing the daily operations of the office, coordinating communication between teams, managing customer inquiries, and supporting the overall efficiency of the business.
Full-time, 7:30am-4pm
Key Responsibilities:
Customer Service:
Handle incoming calls and inquiries, schedule appointments, and address customer concerns. Assist in managing service requests and follow-up communications.
Billing and Invoicing:
Assist with generating invoices for HVAC services, ensuring accurate billing, and following up on outstanding payments. Manage accounts payable/receivable as needed. Banking as needed.
Scheduling and Coordination:
Coordinate service appointments, manage technician schedules, and ensure timely dispatch of HVAC technicians to job sites. Maintain accurate records of appointments and service requests.
Inventory Management:
Oversee inventory levels of office supplies, parts, and equipment, ensuring that materials are stocked and reordered as needed.
Payroll and Human Resources Support:
Support employee recordkeeping, and other HR-related tasks, such as tracking time off and coordinating new employee onboarding.
General Administrative Support:
Prepare and maintain office documents, permits, reports, and correspondence. Handle incoming and outgoing mail and packages.
Office Administration:
Oversee daily office operations, including maintaining a clean and organized workspace, managing office supplies, and ensuring a productive environment.
Qualifications:
Proven experience in office management or administrative roles (preferably in HVAC or construction industries).
Strong organizational skills and the ability to multitask effectively.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and familiarity with office management software.
Experience with invoicing, billing, and general accounting principles.
Ability to maintain confidentiality and manage sensitive information.
Strong customer service orientation and problem-solving skills.
HVAC industry knowledge is a plus but not required.
Pay $20-28/per hour – depending on experience. After 1-year of employment: 2-weeks of PTO eligibility and 25% benefits covered.
Call Joe 914-357-6555
