Job Summary
We are seeking a proactive and organized HVAC Admin / Coordinator to join our dynamic team. In this vital role, you will serve as the central hub for administrative support within our HVAC department, ensuring smooth operations and effective communication across all levels. Your energetic approach and attention to detail will help streamline office management, facilitate scheduling, and enhance customer support. This paid position offers an exciting opportunity for someone with strong clerical skills, office experience, and a passion for supporting technical teams in a fast-paced environment.
Responsibilities
- Manage front desk duties, including greeting visitors and directing inquiries with professional phone etiquette.
- Operate multi-line phone systems efficiently to handle incoming calls and route messages accurately.
- Coordinate scheduling of HVAC service appointments, technician dispatches, and follow-ups using calendar management tools.
- Maintain organized filing systems, both physical and digital, ensuring easy retrieval of documents such as work orders, invoices, and service reports.
- Support bookkeeping tasks using QuickBooks or similar accounting software to process invoices, track expenses, and assist with billing procedures.
- Assist with data entry tasks related to job orders, customer information, and inventory updates while ensuring accuracy through proofreading.
- Provide excellent customer service by responding promptly to client inquiries and supporting the office team with clerical duties such as typing correspondence and managing office supplies.
Qualifications
- Proven office management or administrative experience in a fast-paced environment.
- Strong computer skills including proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace, and general computer literacy.
- Experience with bookkeeping software such as QuickBooks is highly desirable.
- Excellent organizational skills with the ability to multitask effectively and prioritize responsibilities.
- Bilingual abilities are a plus to support diverse customer needs.
- Familiarity with multi-line phone systems, data entry, filing systems, and calendar management tools.
- Demonstrated professionalism in phone etiquette, proofreading accuracy, and customer support interactions.
- Previous clerical or administrative experience within an HVAC or technical service setting is preferred but not required. Join us to be an integral part of a vibrant team dedicated to delivering exceptional HVAC services while supporting our office operations with enthusiasm and precision!
Pay: From $41,600.00 per year
Benefits:
- 401(k) matching
- Paid time off
Work Location: In person
