Administrative Assistant

Overview

Are you a proactive, organized individual with a passion for multitasking? We are seeking an experienced Administrative Assistant to join our fast-paced HVAC office. This is a full-time position, perfect for someone who thrives in a busy environment and can manage various tasks simultaneously.

This role involves managing office tasks, providing exceptional customer service, and ensuring smooth daily operations. The ideal candidate will have strong office skills, proficiency with various computer applications, and excellent communication abilities. This position offers an opportunity to be an integral part of a dynamic team dedicated to excellence in service and efficiency.

Responsibilities

• Manage front desk duties, including greeting visitors and answering multi-line phone systems with professionalism and courtesy
• Perform data entry, filing, and maintain accurate records using Microsoft Office, Google Workspace, and QuickBooks
• Coordinate calendar management and scheduling for team members and clients
• Handle customer support inquiries via phone and email, providing prompt and courteous assistance
• Assist with office management tasks such as proofreading documents, organizing files, and maintaining office supplies
• Ordering HVAC parts and equipment, ensuring timely delivery
• Registering new equipment with manufacturers and maintaining equipment records
• Assisting technicians with job orders and customer inquiries
• Coordinating service appointments and dispatching techs
• Support bookkeeping activities including invoicing, billing, and basic financial record keeping
• Maintain a clean and organized work environment to promote productivity
• Provide administrative support for project coordination and internal communications

Requirements

• Minimum of 1 year of experience in the HVAC field (or a related industry) in office administration or clerical roles within a professional setting; HVAC industry experience is a plus
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, QuickBooks, and data entry skills
• Strong multitasking abilities with excellent time management skills
• Excellent phone etiquette and customer service skills; bilingual abilities are preferred
• Office experience including calendar management, filing systems, and document proofreading
• Ability to work well under pressure in a fast-paced environment
• Customer service-oriented with a positive attitude
• Prior experience as a receptionist or personal assistant is advantageous

Job Type: Full-time

Pay: $ $29.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $29