Administrative Assistant

Job Summary

The Administrative Assistant supports the daily operations of a HVAC company by managing administrative tasks, coordinating schedules, handling customer inquiries, and assisting with billing and documentation

This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Job Responsibilities

• Customer Service : Handle incoming calls and emails, addressing customer inquiries, scheduling appointments, and providing information about services.
• Scheduling : Coordinate and schedule HVAC technicians for service calls, maintenance, and installations

Ensure efficient use of time and resources.

Documentation : Maintain accurate records of customer information, service history, work orders, and invoices

Prepare and process documentation for billing and payments.

Data Entry : Enter customer and service data into the company's database or software system

Keep records up-to-date and ensure data accuracy.

Billing and Invoicing : Assist with preparing and sending invoices to customers

Follow up on outstanding payments and manage accounts receivable.

Inventory Management : Monitor and order office supplies and HVAC parts as needed

Track inventory levels and coordinate with suppliers.

• Technician Support : Provide administrative support to HVAC technicians, including preparing work orders, organizing service schedules, and coordinating logistics.
• Communication : Serve as a liaison between customers, technicians, and management to ensure smooth operations and customer satisfaction.
• Office Management : Assist with general office duties such as filing, answering phones, organizing documents, and maintaining a clean and organized workspace.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.
• Excellent communication and customer service skills.
• Ability to handle difficult customers professionally and with empathy, ensuring their concerns are addressed effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle multiple tasks and prioritize effectively.
• Attention to detail and accuracy in data entry and documentation.

Work Experience

Previous experience in an administrative role is preferred.

Education Requirements

High school diploma or equivalent is required; college degree is preferred.

Hours

• Full-time position : 40 hours per week, in-office
• Monday through Friday, 8 : 00 AM to 5 : 00 PM

Employment Type

Contract-to-hire

Equiliem Overview

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