Benefits:
401(k)
401(k) matching
Competitive salary
Dental insurance
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance
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 Description
Answer inbound calls, emails, and customer inquiries professionally and promptly
Schedule service calls, tune-ups, and installations while coordinating technician routes
Create and update work orders, invoices, and job files in the CRM system
Communicate with customers regarding appointments, estimates, follow-ups, and maintenance reminders
Process payments, manage billing, and assist with accounts receivable
Track parts orders, warranties, and equipment registrations
Maintain office organization, filing, and general administrative duties
Support management with reports, documentation, and special projects as needed
Coordinate with field techs to ensure accurate job completion notes and documentation
Help maintain a smooth flow of daily operations within the HVAC office
Ongoing lead generation, process improvement, and marketing administrative tasks
Job Requirements
Previous office or administrative experience (HVAC or construction industry preferred)
Strong organizational, multitasking, and time-management skills
Excellent communication and customer-service skills
Proficiency with computers, CRM systems, and basic office software
Experience with Jobber or Service Titan a plus
Ability to work independently and as part of a team
Must be organized and highly detail oriented
Comfortable working in a fast-paced, scheduling-heavy environment
Basic understanding of HVAC terminology is a plus
Reliable, punctual, and professional demeanor
High school diploma or equivalent required
Benefits
401K with employer match
Competitive pay
Medical, dental, and vision benefits
Life & Accidental Death/Dismemberment Insurance - 100% Company Paid
Paid Time Off, Holidays Off Paid, and Birthday Off Paid
Incentives & Annual Bonus
Weekly pay check
About us
Grille 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.