DJH MECHANICAL CORP
Future Opening: HVAC and Plumbing Office Manager
Full Time • Hybrid - US
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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