Office Manager

Universal Air Conditioning and Heating of New York Corp and the job listing Expires on August 21, 2026 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. #J-18808-Ljbffr Nichols College