Part Time Administrative Assistant
Tulsa, OK US
We are currently seeking an Administrative Assistant for a local HVAC company based in Tulsa, Oklahoma, dedicated to providing exceptional heating, ventilation, and air conditioning services. With a small office environment, we are looking for the right individual to join their team and assist with various administrative tasks. They offer a family-oriented and laid-back culture, providing flexibility and understanding for work-life balance.
The Administrative Assistant will initially work part-time, approximately (25-30) hours per week, with the potential to evolve into a full-time position in the future. This role is vital in supporting the owner by taking on administrative responsibilities, ensuring smooth office operations, and contributing to the growth of the company.
- Answering Phones: Serve as the first point of contact for clients, providing excellent customer service by answering inquiries, scheduling appointments, and addressing general concerns.
- Payment Handling: Manage payment transactions, process invoices, and maintain accurate records of financial transactions.
- Clerical Tasks: Perform various administrative duties, including data entry, filing, document management, and maintaining office supplies.
- Ownership and Value Addition: Take ownership of the role, actively contribute innovative ideas, and go beyond regular duties to add value to the owner and the organization.
- Scheduling and Dispatch: Assist with coordinating and scheduling appointments for technicians, ensuring efficient use of resources and timely service delivery.
- AP/AR Functions: Support accounts payable and accounts receivable processes, including invoice reconciliation, vendor communication, and payment processing.
- Process Improvement: Identify opportunities for streamlining administrative processes and implementing efficient systems to enhance office productivity
- Previous Administrative Experience: Prior experience in an administrative role is preferred, demonstrating proficiency in handling various tasks and responsibilities.
- Strong Communication Skills: Excellent verbal and written communication skills to interact professionally with clients, colleagues, and vendors.
- Organizational Skills: Ability to prioritize tasks, manage time effectively, and maintain attention to detail in a fast-paced work environment.
- Tech-savviness: Proficiency in using standard office software, such as Microsoft Office Suite, email clients, and basic knowledge of accounting software.
- Customer Service Orientation: Dedication to providing outstanding customer service and maintaining a positive and professional demeanor.
- Flexibility: Willingness to adapt to changing priorities, take on additional responsibilities, and work collaboratively with the team.
- Confidentiality: Ability to handle sensitive information with discretion and maintain a high level of confidentiality.
We offer a competitive hourly rate and a supportive work environment that values work-life balance and personal commitments. If you are a motivated individual seeking an opportunity to contribute to a reputable HVAC company while enjoying a flexible work schedule, we encourage you to apply.