HVAC and Plumbing Office Manager
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AI Summary
The Office Manager will receive customer requests, schedule technicians, and ensure timely job completion. They will also handle communications, manage records, and assist with administrative tasks.
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.
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.
Compensation: $25.00 - $37.50 per hour
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