What are the responsibilities and job description for the Office Administrator position at Aces HVAC and Plumbing Corp?
Job Title: Office Administrator (HVAC Industry)
Job Type: Full-Time or Part Time
Overview:
We are seeking a highly organized and detail-oriented Office Administrator to join our team in a fast-paced commercial HVAC environment. The ideal candidate will have strong experience in billing, invoicing, and customer interaction, along with a solid understanding of HVAC operations. This role is essential to ensuring smooth day-to-day office functions and delivering excellent service to our clients.
Key Responsibilities:
- Perform data entry, filing, and document proofreading to ensure accuracy and organization
- Provide general administrative support including scheduling, data entry, and document management
- Manage and process customer billing and invoices accurately and in a timely manner
- Handle accounts receivable and follow up on outstanding balances
- Communicate with commercial clients regarding billing inquiries, installation, job updates, and account status
- Coordinate with boss and project managers to ensure accurate job costing and invoicing
- Maintain organized records of service agreements, invoices, and customer communications
- Assist in preparing reports related to billing, revenue tracking, and job performance
- Assist with office management duties such as supply inventory and facility maintenance
- Ensure compliance with company policies and industry standards
Qualifications:
- Minimum 2–3 years of office administration experience in an HVAC or similar commercial construction service industry
- Proven experience with billing, invoicing, and accounts receivable
- Strong customer service and communication skills
- Familiarity with HVAC terminology, service workflows, and job costing is highly preferred
- Proficiency in Microsoft Office (Excel, Word, Outlook) and accounting (Quickbooks) or service management software (Field Wire)
- Excellent organizational skills and attention to detail
- Ability to multitask and prioritize in a deadline-driven environment
Preferred Skills:
- Experience working with commercial clients and service contracts
- Experience in HVAC Commerical or Construction Industry
- Knowledge of QuickBooks or similar accounting platforms
- Ability to work independently and as part of a team
Benefits:
- Competitive salary (based on experience)
- Paid time off and holidays
- Opportunities for growth and advancement
Pay: $20.00 - $30.00 per hour
Work Location: In person
Salary : $20 - $30