HVAC Administrative Assistant

A FirstCall Mechanical Company 

HVAC ADMINISTRATIVE ASSISTANT  

Location:  Raleigh, NC

WHO IS FIRSTCALL MECHANICAL? 

STR Mechanical is a commercial and industrial HVAC services company with operations across the Carolinas and Virginia. STR has long-standing relationships with industrial facilities, school districts, universities, and healthcare facilities across the region. STR offers planned maintenance agreements, emergency service, and retrofit and replacement project support. Founded in 2006, STR partnered with FirstCall Mechanical in 2022. 

FirstCall Mechanical is a leading provider of commercial and industrial HVAC, building controls, electrical, and plumbing services. FirstCall serves a wide array of facility and customer types, including distribution centers, industrial plants, universities, airports, healthcare facilities, self-storage units, and more. With approximately 700 employees across Ohio, New York, Virginia, Tennessee, North Carolina, South Carolina, Georgia, Florida, and Texas, FirstCall is committed to building durable partnerships. The company is actively expanding its operations nationwide and partnering with organizations that share its dedication to quality and customer satisfaction. 

FirstCall Mechanical not only partners with companies to nurture growth in the market, but also provides equal focus on employee growth and development as well.  We believe when YOU succeed, we all succeed, so we strive to be the first call for talented team members who want a career, not just a job. 

BENEFITS OVERVIEW 

FirstCall Mechanical values our employees' well-being, growth, and success! Employees are offered a robust benefits package, including:  

• Competitive Weekly Pay 
• Comprehensive Healthcare Coverage - Medical, Dental, Vision, More (Includes some 100% Company-paid plans) 
• Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability 
• Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays Veterans Day for Veterans 
• Career Growth & Development- Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program 
• Generous Referral Bonus of $2,500 per referral 
• Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot allowances 

POSITION OVERVIEW  

We are currently seeking an experienced HVAC Administrative Assistant join our fast-growing team. The ideal candidate will have a can-do attitude and strong problem- solving skills, as well as a high level of customer service.  

JOB RESPONSIBILITIES  

• Capable of working and performing all duties in a private office 
• Maintains and oversees third-party billing  
• Manages and creates Purchase Orders  
• Oversees office deliveries and incoming mail 
• Picking up blueprints  
• Going to jobsites and checking in parts delivered  
• Establishing and/or maintaining systems related to filing, reporting, and database management 
• Assisting with construction paperwork 
• Answering multiple incoming phone lines 
• Maintaining and responding to email in a prompt and professional manner 
• Greeting visitors, answering a high-volume of incoming phone calls and delivering world-class service to our customers 
• Ensuring all ticket/jobs are updated and closed properly 

ACCOUNTABILITIES 

• Achievement of established goals and objectives – safety, financial, cultural, brand reputation 
• An elite level of customer service, to ensure we continue to be the first call our customers make for their HVAC and mechanical services needs 

ORGANIZATIONAL ALIGNMENT  

This position reports directly to the Branch President.

QUALIFICATIONS 

• Proven experience as an Administrative Assistant, Office Coordinator, or in a similar administrative role 
• HVAC Industry experience preferred, not required 
• Experience with BuildOps is a plus  
• Strong organizational and time management skills with the ability to multitask and prioritize effectively 
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new software systems 
• Experience with billing, purchase orders, and record-keeping preferred 
• Excellent written and verbal communication skills, with a strong customer service mindset 
• Ability to handle confidential information with discretion and professionalism 
• Detail-oriented with strong problem-solving skills and a proactive attitude 
• Comfortable working independently in a private office environment and managing multiple responsibilities simultaneously 
• Professional demeanor when greeting visitors, handling phone calls, and corresponding via email 
• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred 

BEHAVIORAL PROFILE

Language Skills

Ability to read and comprehend written instructions, emails, and business correspondence. Strong written communication skills for drafting emails, reports, and internal documents. Ability to effectively present information in one-on-one and small group settings with employees, customers, and vendors.

Mathematical Skills

Proficiency in basic arithmetic, including addition, subtraction, multiplication, and division. Ability to work with percentages, ratios, and basic financial calculations. Comfort with spreadsheets and data entry for tracking expenses, reports, and administrative tasks.

Reasoning Ability

Strong problem-solving skills with the ability to follow written, verbal, or visual instructions. Ability to prioritize multiple tasks, manage deadlines, and adapt to changing priorities. Attention to detail and sound judgment in handling confidential information.

Physical Demands

While performing the duties of this role, the employee is regularly required to sit, use hands for typing and office-related tasks, and communicate clearly. The employee may occasionally need to stand, walk, or lift office materials up to 25 pounds. Vision requirements include close vision for computer work and the ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.  

FirstCall does not accept unsolicited resumes, employment applications or inquiries from recruiters, employment agencies or individual job seekers. Applicants who are selected to proceed to the next stage of FirstCall’s process will be contacted directly by a member of our team. Please note that we are unable to provide individual feedback to all applicants. Applications will stay active in our system for 60 days, and after 60 days applicants will need to reapply for the role.