What are the responsibilities and job description for the Office Administrator position at OM Heating & Air Conditioning LLC?
About OMHVAC
OM Heating and Air Conditioning LLC is a leading HVAC Energy Services Company proudly serving New Jersey's Clean Energy Utility Programs. As a mission-driven organization focused on energy efficiency and sustainable solutions, we work with a network of subcontractors and utilities to deliver high-quality HVAC installations. Our office team is the nerve center ensuring smooth operations, project execution, and service excellence.
Job Overview
We are seeking a highly organized and detail-oriented Office Administrator to serve as the operational assistant of our office. This role will support scheduling, subcontractor coordination, inventory ordering, billing, vendor management, and internal communication with account managers. The ideal candidate will possess strong communication skills, exceptional organizational abilities, and a proactive approach to problem-solving.
Responsibilities
- Oversee daily office operations, scheduling, and workflow management, in assistance to PM.
- Manage calendars, appointments, and event coordination
- Supervise administrative staff and coordinate with vendors and service providers
- Support HR functions, including onboarding, payroll, and compliance
- Manage and process purchase orders
- Coordinate with subcontractors and monitor project schedules and progress
- Manage HVAC inventory, procurement, and delivery verification
- Review vendor and subcontractor invoices; assist with accounts payable
- Handle client communications, manage incoming calls, and provide front desk support
- Provide comprehensive administrative support to project managers and leadership
Required Qualifications
- Bachelor’s degree required
- 2–5 years of administrative or coordination experience (HVAC, construction, or service industry preferred)
- Proficiency in MS Office (Excel, Outlook, Word), and project/CRM tools
- Excellent organizational, time management, and multitasking skills
- Strong written and verbal communication abilities
- Ability to prioritize independently and operate under pressure
If you are looking for an opportunity to contribute to a dynamic team while advancing your skills in a supportive environment, we encourage you to apply for the Office Administrator position.
Job Type: Full-time
Pay: $45,799.43 - $60,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
Schedule:
- Monday to Friday
Work Location: In person
Salary : $45,799 - $60,000