Administrative Assistant

Our client, a growing HVAC company on the North Shore, is looking for a highly organized and detail-oriented Administrative Assistant to join their team and help ensure smooth day-to-day operations. The Administrative Assistant will support the daily operations of the HVAC office by performing a variety of clerical and administrative tasks. This role will play a critical part in ensuring the efficiency of the office by managing schedules, handling customer inquiries, maintaining records, and supporting the team with various administrative duties.

Key Responsibilities:

• Coordinate and schedule service appointments, ensuring that technicians are dispatched efficiently.
• Answer phone calls, respond to emails, and assist clients with inquiries or service requests in a professional manner.
• Maintain organized records of service orders, invoices, and contracts
• Assist with processing customer payments, invoicing, and tracking accounts receivable.
• Relay information between technicians, management, and customers to ensure clear and timely communication.
• Prepare reports, documents, and correspondence as needed, including estimates, work orders, and service agreements.
• Assist with special projects, filing, scanning, and other tasks as assigned by management.

Qualifications:

• Associates Degree preferred
• 1 years of experience in an administrative role
• Strong organizational and multitasking skills
• Excellent communication skills (both verbal and written)
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with scheduling or accounting software (e.g., QuickBooks, ServiceTitan) is a plus
• Ability to work independently and as part of a team in a fast-paced environment
• Attention to detail and a commitment to providing excellent customer service