Say goodbye to the city commute. Staten Island based small company, in existence since 1986. We're looking for an energetic office administrator to assist in client communication, employee coordination, billing and scheduling. We're a small business in Staten Island that tests heating and cooling systems throughout the Northeast.

Experience in billing platforms like QuickBooks or Sage 50 are a plus. You must be comfortable working with cloud platforms like Google Workspace (gMail, Google Drive, Google Docs, Google Sheets). You should have five or more years of Administrative, Assistant, or Receptionist type work. Prior work for HVAC, Plumbing, Electrical or other trades would be a big bonus, but is not required.

JOB RESPONSIBILITIES:

• BILLING: You will manage quoting and invoicing for all jobs we perform. This is a clear, well-defined process. We have an in-house billing and scheduling software platform that we would train you to use. You will resolve issues surrounding late payment, purchase order issues, and so forth.
• SCHEDULING: You will manage scheduling of jobs, learning over time which technicians are best suited to which type of job. This is a combination of simple calculation and common sense. For example: if one technician is based in Staten Island and another in Brooklyn, and there's a job in Brooklyn and another in the New Jersey, send each one to the location that's most efficient for them.
• COMMUNICATION: You will handle all incoming calls from clients, fielding requests and helping to resolve any issues with the technicians in the field. You're expected to be professional, friendly and energic with both clients and technicians. They're expected to be the same with you!
• SPEED: Once you've had time to train and get comfortable with the process, we're looking for someone to carve through quotes and invoices as quickly (and accurately!) as possible. Resolving those issues in the AM frees you up to handle any incidental issues and confirmations in the afternoon.

WHAT YOU NEED TO SUCCEED:

• Be self-motivated and organized
• Be able to multi-task between issuing quotes for clients while following up on emails and calls from customers and tracking completed jobs from invoicing though to payment
• Have excellent time management
• Be comfortable with using Windows, spreadsheets and phone systems. You should have good writing and typing skills in order to reflect professionalism to clients.

BENEFITS:

• Paid Time Off
• Sick Days
• Simple IRA
• Healthcare subsidy

Please submit your resume, cover letter or letter of interest and why you are qualified.

We look forward to speaking with you. Thanks for taking the time to read through all of the details!

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Schedule:

• 8 hour shift

Application Question(s):

• Do you live in Staten Island? MUST be on the Island
• How much experience do you have with invoicing, and tracking them through to payment?
• Can you consistently be in the office Monday to Friday 8:30AM- 5PM?

Education:

• Associate (Required)

Experience:

• Administrative experience: 5 years (Required)
• Google Docs: 3 years (Preferred)

Work Location: In person