We are seeking a reliable, detail-oriented Administrative Assistant to support daily operations in our fast-paced air conditioning and heating service office. This role involves customer service, scheduling, dispatch support, data entry, and general administrative tasks to help ensure smooth office operations and excellent customer experience.
Key Responsibilities:
Answer incoming calls, respond to customer inquiries, and route calls appropriately
Schedule and confirm service appointments and coordinate with HVAC technicians
Dispatch technicians and update schedules in real-time as needed
Prepare and process quotes as well as maintain service orders, customer records, and invoices
Create, update, and maintain customer records, work orders and invoices
Process payments, reconcile daily transactions, and assist with billing
Order office supplies and maintain organized filing systems
Assist with permit applications and follow up on inspections as needed
Maintain confidentiality and ensure accurate record keeping in compliance with company policies
Support management with various administrative tasks and special projects
Perform general office duties as assigned to support daily business operations
Qualifications:
High school diploma or equivalent (Associate's degree preferred)
2+ years of administrative or customer service experience (HVAC or construction industry preferred)
Proficient in Microsoft Office (Word, Excel, Outlook) and scheduling software (e.g., ServiceTitan, Housecall Pro, or similar)
Excellent communication and organizational skills
Excellent customer service and critical thinking skills
Ability to multitask, prioritize, and work independently
Friendly and professional demeanor with a strong customer service orientation
Preferred Skills:
Familiarity with HVAC terminology and workflows
Experience handling service dispatch or technician coordination
Attention to detail and a positive, professional attitude
QuickBooks or HVAC scheduling software knowledge a plus
