This role is responsible for supporting the day-to-day administrative and operational workflow of the company. The ideal candidate is highly organized, communicates professionally, follows structured processes, and is comfortable managing multiple priorities in a fast-paced HVAC/trades environment.
This is not simply a receptionist position. This role is a key operational support function responsible for helping maintain workflow accuracy, customer communication, scheduling coordination, invoicing support, permit coordination, and CRM/accountability management.
The position works closely with office staff, field technicians, management, and customers to ensure operational consistency and workflow completion across multiple divisions of the company.
Core Responsibilities
Customer Communication & Phones
- Answer inbound customer calls professionally
- Assist with scheduling and customer coordination
- Route service and install inquiries appropriately
- Support customer follow-up communication
- Maintain professional customer interaction standards
Scheduling & Dispatch Support
- Assist with technician and install scheduling
- Coordinate appointment timing and customer updates
- Support dispatch workflow management
- Monitor schedule completion and workflow status
- Assist with after-hours coordination when needed
CRM & Workflow Management
- Maintain accurate job information within Housecall Pro (HCP)
- Ensure workflow completion standards are followed
- Track incomplete jobs, invoices, estimates, and customer records
- Support operational accountability reporting
- Assist management with KPI and reporting tracking
Administrative & Office Support
- Process and organize invoices and documentation
- Support accounts payable/receivable workflows
- Scan and digitally organize operational paperwork
- Maintain customer and job file organization
- Assist with permit coordination and tracking
- Support warranty documentation processing
Operational Coordination
- Assist with maintaining SOP compliance
- Help identify workflow bottlenecks and operational gaps
- Coordinate between office staff, technicians, and management
- Support internal communication and accountability systems
- Assist with process improvement initiatives
Preferred Qualifications
Strongly Preferred
- Prior HVAC, construction, trades, or service industry experience
- Experience with dispatching or scheduling
- Administrative or office coordination experience
- Strong organizational and multitasking ability
- Professional communication skills
- Experience working in fast-paced operational environments
Bonus Qualifications
- Experience with Housecall Pro or similar CRM systems
- Experience processing invoices/AP/AR
- Permit coordination experience
- Customer service background
- Microsoft Office / Google Workspace proficiency
Candidate Traits We Value
We are looking for someone who is:
- Highly organized
- Detail-oriented
- Accountable
- Reliable
- Process-driven
- Professional under pressure
- Comfortable with structure and operational expectations
- Team-oriented
- Able to manage multiple priorities simultaneously
Benefits May Include
- PTO
- Paid holidays
- Health benefit contribution opportunities
- Structured training and onboarding
- Growth opportunities within the company
- Stable year-round work environment
Schedule
Typical office schedule:
- Monday–Friday
- Daytime business hours
- Limited after-hours coordination as needed
Pay: $22.00 - $27.00 per hour
Benefits:
Work Location: In person
