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Universal Air Conditioning and Heating of New York Corp is seeking an Office Manager to oversee daily administrative and operational functions for a heating and cooling company, balancing customer service with staff coordination. Ultimately, this role ensures an efficient and smooth day-to-day operation of the office, maintaining workflow by analyzing and refining standard operating procedures.

 

Key Responsibilities

  • Dispatch & Scheduling: Coordinating technician schedules for service calls, maintenance, and installations, often dispatching in real-time.
  • Customer Service: Managing incoming calls, resolving complaints, and providing ETA updates to ensure customer satisfaction.
  • Administrative Management: Processing invoicing, billing, accounts receivable/payable, and maintaining service records.
  • Inventory Control: Tracking, ordering, and managing inventory of parts and equipment.
  • Staff Coordination: Communicating with field technicians and office staff as well as on-boarding new staff.
  • Operations & Safety: Enforcing company policies, safety protocols, and supporting field technicians with necessary paperwork.
  • Use a personal computer and a variety of office software applications including word, excel, email, QuickBooks, and file management for the purpose of data entry and record keeping including contact lists, project status and progress.
  • Adhere to office policies and procedures
  • Provide general support to company CEO and perform other related duties as assigned.

 

Requirements

  • Experience: Proven experience in office management, ideally within the HVAC, construction, or home service industries.
  • Technical Aptitude: Familiarity with the HVAC service industry, mechanical drawings, contracts, etc. is highly preferred.
  • Skills: Exceptional organizational, communication, and interpersonal skills.
  • Software Skills: Proficiency in MS Office (Word, Excel, Outlook), experience with QuickBooks is preferred.
  • Project management: experience tracking the progress of a process and maintaining deadlines.

Common Qualifications

  • High school diploma or equivalent,  some college or related work experience as an administrative assistant or office manager.
  • Ability to handle high-stress situations, manage multiple priorities, and solve problems quickly
  • Excellent time management skills and the ability to prioritize work.
  • Strong organizational skills with attention to detail and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Ability to maintain confidentiality of company information.

 

Work Environment and Physical Requirements

Position involves sitting for extended periods of time while working at a computer terminal with minor physical duties such as transporting office supplies and equipment.