Job Summary We are a well-established commercial plumbing and heating contractor seeking a professional, detail-oriented Office & Accounting Administrator to support daily office operations, service coordination, and accounting functions. This role is critical to maintaining smooth communication between customers, field staff, vendors, and management. The ideal candidate brings strong organizational skills, a calm and professional phone presence, accounting aptitude, and the ability to follow direction and adapt to evolving processes. This position works closely with ownership and project management and must represent the company professionally at all times. Key Responsibilities Front Office & Customer Communication

• Answer and route incoming calls in a professional, courteous, and solution-oriented manner
• Serve as the first point of contact for customers, municipalities, vendors, and suppliers
• Schedule and dispatch service technicians efficiently
• Communicate clearly with field staff regarding job status, paperwork, and customer needs Office Administration
• File permit applications with municipalities and follow through on approvals as required
• Order and maintain office supplies
• Maintain organized digital and physical filing systems
• Notary
• Support ownership and project management with general administrative tasks as needed Vendor & Purchasing Support
• Receive and organize vendor invoices
• Contact vendors regarding billing discrepancies, incorrect tax charges, or missing documentation
• Assist with limited purchasing support and vendor coordination when required Accounting & Job Costing Support
• Enter vendor invoice costs by project into Excel job-cost spreadsheets, categorized by scope of work
• Generate customer invoices in QuickBooks Online based on handwritten service tickets
• Receive customer payments over the phone and enter payments into QuickBooks Online
• Maintain accurate sales tax records and prepare New York State sales tax filings
• Contact customers regarding delinquent balances in a professional manner
• Process accounts payable and ensure vendor invoices are paid by the designated monthly deadline
• Support accounts receivable, accounts payable, and general in-house accounting functions Required Skills & Qualifications
• Prior experience in office administration, accounting support, or construction administration
• Strong working knowledge of QuickBooks Online
• Proficiency with Excel, including data entry and basic formulas
• Professional phone presence and strong written and verbal communication skills
• High attention to detail and accuracy
• Ability to manage multiple responsibilities and shifting priorities
• Ability to take direction, accept feedback, and adapt to changes in workflow
• Reliable, organized, and deadline-driven Preferred Experience
• Experience working in construction, plumbing, HVAC, or other trades-based businesses
• Experience with service dispatching or technician scheduling
• Experience handling sales tax filings (New York State preferred)
• Familiarity with job costing or project accounting Personal Attributes We Value
• Professional and respectful demeanor
• Calm under pressure and solution focused
• Team-oriented and cooperative
• Willingness to improve systems and processes
• Maintains confidentiality and integrity in financial matters Work Environment & Expectations
• Office-based position supporting a fast-paced commercial plumbing contractor
• Regular interaction with customers, vendors, municipalities, and field staff
• Consistent professionalism, accountability, and reliability

Pay:

$29.50

• $32.

00 per hour

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person