Office Administrator / Operations Coordinator
About The Position
Xtraire Heating & Air Conditioning is looking for a motivated, organized, and dependable individual to join our growing team as an Office Administrator / Operations Coordinator. This is more than just an office position — it’s a long-term opportunity to grow with a well-established and expanding HVAC company on Long Island. We are looking for someone who wants to develop professionally, take on increasing responsibility over time, and become an important part of our company’s future. The right candidate will work directly with ownership and play a key role in helping keep our office, team, and daily operations running smoothly and efficiently. Experience is helpful, but we are willing to train and develop the right person with a strong work ethic, positive attitude, organizational skills, and willingness to learn.
Requirements
- Strong organizational and multitasking skills
- Positive attitude and willingness to learn
- Dependable, responsible, and detail-oriented
- Strong communication and customer service skills
- Ability to work independently and as a team
- Computer proficiency and comfort learning software systems
Nice To Haves
- Previous office, administrative, bookkeeping, or customer service experience is a plus
- QuickBooks or payroll experience is helpful, but not required
- HVAC, construction, or service industry experience is a plus, but not required
Responsibilities
- Answer phones and assist customers professionally
- Manage office paperwork and company records
- Help coordinate schedules and daily office communication
- Maintain organized filing systems and reports
- Assist ownership with day-to-day operational tasks
- Assist with bookkeeping and payroll processing
- Track invoices, expenses, and job paperwork
- Help prepare reports and maintain accurate records
- Coordinate with vendors and office service providers
- Assist with company insurance and employee benefits administration
- Help manage onboarding paperwork and employee records
- Coordinate with insurance providers and benefit companies
- Submit manufacturer rebate applications
- Assist with permits, warranties, and project documentation
- Help improve office systems and operational efficiency
- Support a positive and professional team environment
Benefits
- 401(k)
- Bonus based on performance
- Company parties
- Competitive salary
- Employee discounts
- Health insurance
- Opportunity for advancement
- Paid time off
- Parental leave
- Training & development
- Competitive pay based on experience
- Performance bonuses and growth opportunities
- Long-term career advancement potential
- Supportive team environment
- Opportunity to grow into a leadership/operations role
- Paid time off and holidays
- Stable, year-round employment
- The chance to be part of a growing and respected local company
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
