Office Administrator

Job Summary

EcoPro Heating & Cooling is seeking a highly organized, dependable, and customer-focused Office Administrator to help manage the daily operations of our growing HVAC company. This position plays a key role in customer service, scheduling, dispatching, inventory management, administrative organization, and keeping our technicians and office operations running efficiently.

The ideal candidate is proactive, detail-oriented, comfortable making decisions, and able to manage multiple priorities in a fast-paced service environment.

Duties

• Answer incoming calls, assist customers, and provide excellent customer service with professional phone etiquette.
• Schedule and dispatch service calls, maintenance visits, estimates, and installations using ServiceTitan.
• Manage technician schedules throughout the day and make adjustments based on availability, location, urgency, and workload.
• Confirm appointments and maintain accurate customer, equipment, and job information.
• Follow up with customers, unsold estimates, maintenance customers, memberships, and outstanding appointments.
• Help keep technician schedules full by contacting existing and previous customers for maintenance and service opportunities.
• Coordinate customer communication through phone, text, and email and ensure timely follow-up.
• Manage and organize inventory, monitor stock levels, receive materials, and assist with ordering parts and supplies.
• Organize receipts, invoices, purchase orders, warranty information, equipment registrations, permits, and other job documentation.
• Assist with invoicing, expense tracking, and basic QuickBooks functions when needed.
• Maintain organized digital and physical company records.
• Assist with seasonal promotions, customer outreach, membership scheduling, and Google review requests.
• Identify and resolve routine scheduling, customer service, inventory, and administrative issues.
• Help maintain an organized, efficient, and professional office environment.

Qualifications

• Previous experience in office administration, dispatching, customer service, or a similar position preferred.
• HVAC, plumbing, electrical, home-service, or other service-industry experience is a plus.
• Strong organizational, multitasking, time-management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Professional and confident customer service and phone skills.
• Strong computer and data-entry skills.
• Experience with ServiceTitan is highly desirable; willingness to become highly proficient is required.
• Familiarity with QuickBooks, Microsoft Office, and Google Workspace is preferred.
• Ability to work independently, prioritize responsibilities, and follow tasks through completion.
• Dependable, punctual, detail-oriented, and accountable.

Join EcoPro Heating & Cooling and become an important part of a growing company focused on providing excellent customer service and professional HVAC solutions. We are looking for someone who takes initiative, stays organized, solves problems, and takes pride in helping the entire team operate successfully.

Pay: $20.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $20 - $25