Office Administrator

Benefits

• 401(k)
• 401(k) matching
• Competitive salary / Competitive pay
• Dental insurance / Medical, dental, and vision benefits
• Health insurance / Vision insurance
• Opportunity for advancement
• Paid time off / Paid Time Off, Holidays Off Paid, Birthday Off Paid
• Training & development
• Life & Accidental Death/Dismemberment Insurance - 100% Company Paid
• Incentives & Annual Bonus
• Weekly pay check

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.

• 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

• 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

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.