Office Administrator

We are looking for a reliable and detail-oriented Office Administrator to join our HVAC team. This role is the backbone of daily operations—supporting technicians, managing customer communications, and ensuring our scheduling and administrative processes run smoothly. The ideal candidate is organized, efficient, and comfortable working in a fast-paced environment.  Job DescriptionAnswer inbound calls, emails, and customer inquiries professionally and promptlySchedule service calls, tune-ups, and installations while coordinating technician routesCreate and update work orders, invoices, and job files in the CRM systemCommunicate with customers regarding appointments, estimates, follow-ups, and maintenance remindersProcess payments, manage billing, and assist with accounts receivableTrack parts orders, warranties, and equipment registrationsMaintain office organization, filing, and general administrative dutiesSupport management with reports, documentation, and special projects as neededCoordinate with field techs to ensure accurate job completion notes and documentationHelp maintain a smooth flow of daily operations within the HVAC officeOngoing lead generation, process improvement, and marketing administrative tasksJob Requirements Previous office or administrative experience (HVAC or construction industry preferred)Strong organizational, multitasking, and time-management skillsExcellent communication and customer-service skillsProficiency with computers, CRM systems, and basic office softwareExperience with Jobber or Service Titan a plusAbility to work independently and as part of a teamMust be organized and highly detail orientedComfortable working in a fast-paced, scheduling-heavy environmentBasic understanding of HVAC terminology is a plusReliable, punctual, and professional demeanorHigh school diploma or equivalent requiredBenefits 401K with employer matchCompetitive payMedical, dental, and vision benefitsLife & Accidental Death/Dismemberment Insurance - 100% Company PaidPaid Time Off, Holidays Off Paid, and Birthday Off PaidIncentives & Annual BonusWeekly pay checkAbout usGrille Mechanical Contractors is a family owned and operated, full service HVAC business. We have been proudly serving New Jersey for over 40 years. At Grille Mechanical, our reputation is built on a foundation of excellent workmanship and quality service. Our highly trained team specialize in servicing, designing, and installing top of the line heating and cooling equipment for both residential and commercial clients. We recognize that our employees are our greatest asset. We are proud to employ some of the most skilled and experienced heating, cooling, and home performance experts. If you have a passion for providing top quality service and are a hardworking, trustworthy employee looking to grow your career, we would love to have you join our team.

Salary : $20 - $30