About us

Reinhardt Heating and Air is a fast growing HVAC contractor looking to add a quality front office teammate who is interested in professional, financial, and personal growth.

Overview:

We are seeking a personable, highly organized and detail-oriented Office Administrator to join our team. As an Office Administrator, you will play a crucial role in ensuring the smooth operation of our office and providing administrative support to our staff. This is a full-time position with opportunities for growth and development. The main duties of this role are:

Service Tech Dispatch & Emergency Services:

• Review multiple communication channels for emergencies.
• Prioritize urgent service calls and assign technicians accordingly.
• Update the scheduling system with any cancellations or rescheduled appointments.
• Coordinate with field technicians to ensure they have necessary tools and equipment for the day's assignments.
• Follow up with suppliers and vendors on open and new orders.
• Maintain clear communication with service techs throughout the day.
• Continuously assess and optimize technician schedules for efficiency.
• Implement routing software to minimize travel time between service calls.
• Establish and follow emergency protocols for urgent service requests.
• Notify appropriate parties and dispatch technicians promptly in case of emergencies.

Customer Communication:

• Respond promptly to customer inquiries via phone, text or email.
• Promptly inform customers of any delays or changes to scheduled appointments.
• Communicate with clients on open orders for ordered equipment.

Documentation:

• Maintain CRM with accurate records of service calls, including job details, customer information, and technician assignments.
• Ensure all completed work orders are filed appropriately and in a timely manner.
• Pull permits and schedule inspections.

Inventory Management & Invoicing:

• Monitor inventory levels for essential supplies and place orders as needed.
• Track equipment and tools issued to technicians, ensuring accountability and timely return.
• Manage accounts payable and receivable.
• Prepare customer invoices and handle account billing daily.

Continuous Improvement:

• Regularly review and refine dispatch processes for increased efficiency.
• Seek feedback from service techs and customers to identify areas for improvement.
• Identify opportunities for workflow automation to reduce manual tasks.
• Implement tools or systems to automate repetitive administrative processes.

Quality Assurance:

• Implement a quality control process for completed service orders.
• Gather customer feedback and analyze trends for service improvement.

End-of-Day Routine:

• Conduct a final review of the day's activities, noting any outstanding tasks or issues for follow-up.
• Prepare a brief report summarizing the day's activities and any notable occurrences for management review.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• Employee discount
• Paid time off
• Professional development assistance
• Referral program

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• CRM software: 2 years (Preferred)
• Administrative experience: 2 years (Preferred)

Ability to Commute:

• Lincolnton, NC 28092 (Required)

Ability to Relocate:

• Lincolnton, NC 28092: Relocate before starting work (Required)

Work Location: In person