Administrative Assistant
Econo-West Heating & Air Conditioning
Lancaster CA
Econo-West Heating & Air Conditioning is looking for a dependable, organized Administrative Assistant to support our daily office operations.
This is a broad office support role. The right person should be comfortable wearing multiple hats, switching between tasks, helping different departments, and taking on a variety of administrative responsibilities as business needs change.
This is not a dispatcher-only position. While routing calls and coordinating with technicians is part of the job, this role also includes office administration, CRM updates, proposals, invoicing, customer follow-up, marketing support, document preparation, and assisting management with day-to-day tasks.
Responsibilities may include:
- Answering phones and routing calls to the appropriate technician, department, or manager
- Scheduling and coordinating service calls
- Updating and maintaining customer information in our CRM
- Creating proposals, estimates, invoices, and job documents
- Assisting with permits, forms, job paperwork, and office documentation
- Following up with customers by phone, email, and text
- Assisting with marketing follow-ups, customer outreach, and mass calling/email campaigns
- Helping track open jobs, pending proposals, unpaid invoices, callbacks, and customer requests
- Supporting the CEO and Operations Director with administrative tasks
- Communicating with technicians, customers, vendors, and office staff
- Performing general office, computer, and clerical duties as assigned
What we are looking for:
- Strong computer skills
- Good phone and customer service skills
- Ability to multitask and stay organized
- Comfortable learning new software and systems
- Strong attention to detail
- Professional communication by phone, email, and text
- Willingness to help wherever needed
- Ability to handle changing priorities throughout the day
- Reliable attendance and a positive attitude
- Experience in HVAC, home services, dispatching, invoicing, CRM systems, or office administration is helpful but not required
- Strong general computer literacy, including email, web-based software, PDFs, online forms, spreadsheets, and basic document creation
- Comfortable working in multiple software systems throughout the day, including CRM, invoicing, scheduling, email, and customer communication platforms
- Ability to type accurately, enter customer/job information correctly, and maintain clean, organized digital records
- Comfortable learning new technology, software updates, and company processes as needed
- Basic understanding of AI tools such as ChatGPT, Gemini, or similar platforms is required
- Willingness to use approved AI tools to help draft emails, organize information, summarize notes, improve customer communication, and assist with administrative tasks
- Must be able to review and verify AI-assisted work for accuracy before using it with customers, vendors, or internal staff
- Must follow company policies regarding customer privacy, confidential information, and appropriate use of AI/software tools
Important fit for this role:
This position requires flexibility. Some days may be heavily focused on phones and scheduling. Other days may involve proposals, invoices, permits, collections follow-up, marketing calls, data entry, or special projects.
We are looking for someone who is comfortable being an all-around office support person and understands that responsibilities may vary based on company needs.
Work environment:
- Office-based position
- Fast-paced HVAC service company
- Small business environment
- Daily communication with customers, technicians, vendors, and management
Schedule:
Monday through Friday, 8am-5pm
Some occasional Saturday or seasonal availability may be requested depending on business needs
Interview and Skills Assessment
Selected candidates will be invited to an in-person interview at our company location in Lancaster. As part of the interview process, applicants will complete practical, job-related assessments covering basic computer proficiency, written communication, attention to detail, organization, data entry, and problem-solving.
These assessments are designed to confirm that candidates can perform the essential duties of the position.
Pay: $16.90 - $18.00 per hour
Work Location: In person
