HVAC Administrative Assistant

• Answer incoming calls from customers and technicians with professionalism and accuracy
• Schedule, confirm, and dispatch service appointments
• Provide updates to customers and assist with inquiries or issues
• Support Service Manager and Sales Rep with scheduling, communication, and workflow coordination
• Enter work orders, manage documentation, and maintain accurate service records
• Process purchase orders and assist with inventory/material procurement
• Collect and review weekly timesheets
• Prepare reports to evaluate service scheduling and performance
• Assist with technician documentation, billing backup, and general administrative duties
• Maintain a clean and organized office environment

• High school diploma or equivalent
• Previous administrative or data entry experience
• Proficiency in Microsoft Office, including intermediate Excel skills
• Strong phone communication and organizational skills
• Ability to multitask in a dynamic environment
• Familiarity with HVAC systems, terminology, or service processes (preferred)
• Prior dispatch or construction industry experience (preferred)
• Knowledge of local geography and street names (preferred)

Requirements

• Valid, insurable driver’s license
• Must pass background check and drug screening
• Ability to work on a computer for extended periods and perform standard office tasks
• Strong written and verbal communication skills
• Ethical conduct, confidentiality, and a service-oriented mindset required

Work Environment
This position is based in a comfortable, climate-controlled office environment with a collaborative team culture. Minimal physical demands required beyond typical office duties.