Office Administrator

Office Administrator

Worthing Air | Randolph, NJ
Full-Time | In-Office | Monday–Friday
Compensation: $27 - $39/hour ($56,160 - $81,120 annually)

Job Overview

Worthing Air, a family-owned HVAC and mechanical contracting company located in Randolph, NJ, is seeking an energetic, highly organized, and detail-oriented Office Administrator to serve as the operational hub of our business.

This full-time, in-office role is critical to our day-to-day success. The Office Administrator is the first point of contact for customers, coordinates service technician dispatching, and leads key administrative functions including invoicing, accounts receivable, collections, scheduling, and front office operations. This person will work closely with ownership, the CFO, and field operations, with a direct impact on how smoothly and efficiently the business runs each day.

We are looking for someone who thrives in a fast-paced service environment, communicates professionally, takes ownership, and enjoys being the person others can rely on to keep things moving.

What You’ll Do

Front Office & Reception

• Answer and route incoming calls and take detailed messages
• Greet visitors, vendors, and deliveries
• Manage the general company inbox
• Handle incoming and outgoing mail and shipments
• Maintain a clean, welcoming, and professional reception area

Dispatch & Scheduling

• Schedule and dispatch technicians using Housecall Pro
• Balance emergency calls, maintenance visits, and warranty work
• Provide customers with appointment windows and ETA updates
• Coordinate with technicians regarding job status, parts, and access issues
• Maintain real-time dispatch board and job records
• Proactively schedule preventive maintenance contract visits

Customer Service

• Serve as the primary point of contact for service customers
• Manage customer inquiries, scheduling needs, and issue resolution
• Follow up on completed jobs to confirm satisfaction and gather feedback
• Escalate complex issues when needed
• Maintain accurate and up-to-date customer records

Administrative Operations

• Review and process completed work orders
• Maintain organized digital and physical filing systems
• Manage office supplies and vendor coordination
• Support permits, certificates of insurance, and onboarding paperwork
• Maintain the company calendar and assist with company mailings

Invoicing, Accounts Receivable & Collections

• Manage invoicing across Service using Housecall Pro/QuickBooks and Projects using Procore
• Submit and track project pay applications, including AIA-style billing
• Apply and reconcile payments daily
• Manage AR aging reports and collections follow-up
• Maintain a structured collections cadence and documentation
• Support credit reviews, applications, and account holds
• Partner with the CFO on reporting, DSO tracking, and month-end close

What We’re Looking For

Required Qualifications

• 3 years of experience in office administration, dispatch, service coordination, or a similar role
• Hands-on experience with accounts receivable and collections
• Proficiency with QuickBooks, including invoicing, payments, and AR reporting
• Experience with field-service software such as Housecall Pro, ServiceTitan, or similar
• Familiarity with Procore or a similar platform, or the ability to learn quickly
• Strong Microsoft Office skills
• Excellent communication skills and a professional phone presence
• Strong organizational skills and attention to detail
• Ability to stay calm under pressure and manage competing priorities
• Reliable, punctual, and available for full-time, in-office work Monday through Friday

Preferred Qualifications

• Experience in the trades industry, such as HVAC, construction, plumbing, carpentry, or mechanical contracting
• Familiarity with industry terminology, systems, equipment, and service workflows
• Experience working with commercial clients, including property managers and facilities teams
• Knowledge of construction billing, including AIA pay applications, retainage, and schedule of values
• Experience with permits and certificates of insurance
• Bilingual in English and Spanish
• Notary public or willingness to obtain notary certification

The Right Fit

The ideal candidate is someone who is:

• Proactive and willing to take ownership of the front office and administrative responsibilities
• Calm, composed, and solutions-oriented in a busy service environment
• Tactful and diplomatic when communicating with customers, vendors, technicians, and leadership
• Highly organized, detail-oriented, and dependable
• Emotionally intelligent, professional, and able to use sound judgment
• Interested in a long-term career opportunity with a growing, family-owned company

Compensation & Benefits

• $27 - $39 per hour ($56,160 - $81,120 annually)
• Health insurance contribution
• Paid holidays and paid time off
• 401(k) with company match, eligibility applies
• Annual performance review with merit-based increase opportunities
• Supportive, low-bureaucracy work environment
• Direct access to ownership and leadership

Why Join Worthing Air?

At Worthing Air, you will be part of a family-owned company where your work matters every day. This is a key role for someone who enjoys being at the center of operations, supporting customers, coordinating field teams, and helping the business run efficiently. You will have visibility, responsibility, and the opportunity to make a meaningful impact in a company that values reliability, teamwork, and long-term contribution.

How to Apply

Send your resume and a brief cover letter to deedee@crothersHRconsulting.com. Please include “Go-Getter Office Adm” in the email subject line.

Worthing Air is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.