Administrative Operations & Compliance Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development

Administrative Operations & Compliance Coordinator

Company: 1-800-Plumber +Air
Location: Fair Lawn, NJ
Job Type: Full-Time | In-Person
Pay: $23–$28 per hour, based on experience
Schedule: Staggered weekday shifts and Saturdays

About Us

1-800-Plumber +Air is a growing plumbing and HVAC service company serving residential and commercial customers throughout Northern New Jersey.

We're expanding our office operations and looking for a highly organized, dependable, and proactive Administrative Operations & Compliance Coordinator to join our team.

This position plays an important role in keeping our business running smoothly by managing permits, inspections, administrative paperwork, service-program requirements, and supporting customer service and dispatching.

We're looking for someone who takes ownership of their work, follows through on responsibilities, and enjoys working in a fast-paced environment.

Key Responsibilities : 

Administrative Operations & Compliance (Primary Role)

• Prepare, submit, and track plumbing and HVAC permit applications with local municipalities.
• Coordinate required inspections with customers, technicians, and municipal offices.
• Track permit approvals, inspection results, and outstanding compliance requirements.
• Manage administrative paperwork and documentation for HomeServe, PSE&G, and other service programs.
• Process service authorizations, required forms, and supporting documentation.
• Maintain organized customer records, work orders, and job documentation in ServiceTitan.
• Coordinate warranty registrations and warranty-related administrative requests.
• Follow up on incomplete paperwork, pending approvals, and outstanding administrative tasks.
• Assist with job closeouts and ensure required documentation is complete.
• Communicate with customers, vendors, municipalities, and internal staff to resolve administrative issues.
• Identify ways to improve office processes, accuracy, and efficiency.

Customer Service & Dispatching (Secondary Role)

• Answer incoming customer calls and assist with appointment scheduling.
• Support daily plumbing and HVAC technician dispatching.
• Assist with coordinating customer appointments, cancellations, and rescheduling.
• Provide customer updates regarding appointments and service requests.
• Serve as backup to the lead dispatcher during busy periods, scheduled absences, evenings, and Saturdays.
• Help ensure incoming calls and customer requests are handled promptly and professionally.

Qualifications

Required:

• 2+ years of administrative, office coordination, or customer service experience preferred.
• Excellent organizational skills and attention to detail.
• Strong communication and customer service skills.
• Ability to manage multiple priorities and meet deadlines.
• Comfortable using computers, spreadsheets, and business management software.
• Ability to work independently and take initiative.
• Dependable, punctual, and detail-oriented.
• Availability for rotating Saturday shifts.

Preferred:

• Experience in plumbing, HVAC, electrical, construction, or home services.
• Familiarity with New Jersey municipal permitting and inspection processes.
• Experience using ServiceTitan or similar field-service software.
• Experience with HomeServe, PSE&G, or utility service programs.
• Prior experience supporting customer service or dispatching operations.

What Makes Someone Successful Here

We value people who take ownership, stay organized, and follow through without needing constant supervision.

The ideal candidate:

• Takes initiative and solves problems independently.
• Keeps accurate records and stays on top of deadlines.
• Communicates clearly with customers and team members.
• Can switch between administrative responsibilities and customer support when necessary.
• Works well in a team environment.
• Wants to grow with an expanding company.

Compensation & Benefits

• $23–$28 per hour , depending on experience.
• Full-time employment.
• Training on company processes and systems.
• Opportunities for career advancement.
• Supportive, team-oriented environment.
• Additional company benefits discussed during the hiring process.

Work Schedule

Full-time, in-person position based in Fair Lawn, NJ.

11:00 AM - 8:00 PM Weekdays 
7:30 AM - 4:30 PM - Saturdays

Candidates must be available for staggered weekday schedules and rotating Saturdays, with corresponding weekday scheduling adjustments.

Apply Today

If you're organized, proactive, and looking for an opportunity to grow with a plumbing and HVAC company, we'd love to hear from you.

Please submit your resume outlining your administrative, customer service, permitting, or field-service experience.