Position Summary

We are seeking an organized, dependable, and customer-focused Administrative Assistant to support the day-to-day operations of our office. This position will serve as a primary point of contact for customers, assist with scheduling and service-related paperwork, maintain office records, and provide support with parts, warranties, rebates, and pricing information.

The ideal candidate is detail-oriented, comfortable working in a fast-paced environment, and able to manage multiple administrative responsibilities while providing excellent customer service.

Essential Duties and Responsibilities

• Answer incoming phone calls and assist customers with general questions or direct calls to the appropriate team member.
• Schedule service calls, installations, and other jobs as needed.
• Maintain and update the company schedule and communicate scheduling information to customers and technicians.
• Complete and process manufacturer and customer rebate forms.
• Complete and process warranty paperwork and claims.
• Enter and maintain pricing updates in the company system as needed.
• Perform general filing, scanning, recordkeeping, and other administrative duties.
• Check in incoming parts and ensure parts are properly documented and organized.
• Assist with ordering parts as needed.
• Communicate with vendors, customers, technicians, and other team members regarding scheduling, parts, warranties, and related matters.
• Maintain accurate and organized office records.
• Assist with general office projects and administrative tasks as assigned.
• Work closely with other office staff to ensure smooth daily operations.

Additional Office Support

The Administrative Assistant will work closely with Candi, who will primarily oversee:

• Accounts Payable
• Accounts Receivable and billing of work orders
• Inventory entry and maintenance
• Quotes in coordination with Lanny
• Permits and licenses
• Stock orders
• Purchase orders

Qualifications

• Previous administrative, office, customer service, or scheduling experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize  tasks and manage multiple responsibilities.
• Comfortable answering phones and communicating professionally with customers and vendors.
• Basic computer skills and the ability to learn company software and systems.
• Experience in HVAC, plumbing, construction, service, distribution, or a similar industry is a plus but not required.

Skills and Competencies

• Customer service
• Scheduling and coordination
• Data entry
• Organization and filing
• Attention to detail
• Problem-solving
• Professional communication
• Teamwork
• Ability to work independently
• Ability to learn new processes and systems

Physical and Work Requirements

This position is primarily office-based and may occasionally require handling, organizing, or checking in parts and supplies. The employee must be able to perform standard office duties and communicate effectively with customers, vendors, technicians, and coworkers.

Other Duties

This job description is intended to describe the general nature and level of work performed by the individual in this position. Responsibilities may change or additional duties may be assigned based on the needs of the business.