What are the responsibilities and job description for the Administrative Assistant position at Farbman Group?
HVAC Division / Corporate Support
We are seeking a highly organized and proactive Administrative Assistant to support our growing HVAC division while also assisting with corporate administrative operations as needed. This role is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and takes pride in delivering excellent customer service and operational support.
The ideal candidate is professional, detail-oriented, adaptable, and comfortable managing multiple priorities while helping build efficient systems and processes within a growing organization.
- Coordinate scheduling and dispatching for field technicians
- Manage customer communications including appointment confirmations, follow-ups, and service updates
- Track and maintain service tickets, work orders, and maintenance agreements
- Assist with estimates, proposals, invoicing support, and warranty documentation
- Provide administrative support to the HVAC division and assist corporate operations as needed
- Support customer coordination and communication as divisions continue to grow
- Help develop and improve administrative processes, workflows, and organizational systems
- Maintain accurate records and ensure timely communication between customers, technicians, and leadership
- 2 years of administrative experience, ideally in a trades or service-based business
- Strong organizational skills with the ability to juggle priorities across multiple business lines
- Excellent written and verbal communication
- Proficiency with Microsoft Office
- Comfort learning new software
- Customer-service mindset and a calm, professional phone presence
- Self-starter who thrives in a growing environment and welcomes evolving responsibilities
- High school diploma or equivalent required; associate's degree or relevant certifications a plus
- Medical insurance
- Dental insurance
- Vision insurance
- Life insurance
- Flexible spending account
- Employee assistance program
- Paid time off
- Parental leave
- 401(k) plus match