Job Description
Job Description
Job Title: Administrative Assistant for HVAC Contractor
Location: Boynton Beach/Lake Worth Beach Employment Type: Full-Time Salary: Competitive, based on experience Reports To:Owner
Job Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to join our dynamic HVAC contractor team. The ideal candidate will manage daily office operations, provide exceptional customer service, and support the administrative needs of our HVAC technicians and management team. This role requires excellent communication skills, proficiency in office software, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
- Customer Service: Answer phone calls, respond to emails, and handle customer inquiries regarding HVAC services, scheduling, and billing. Provide a professional and courteous experience to clients.
- Scheduling & Coordination: Schedule appointments for HVAC installations, maintenance, and repairs. Coordinate technician schedules to ensure efficient service delivery.
- Administrative Support: Process work orders, invoices, and purchase orders. Maintain accurate records of customer accounts, service agreements, and warranties.
- Office Management: Oversee office supplies, equipment maintenance, and general office organization. Ensure a clean and professional office environment.
- Data Entry & Record Keeping: Input and update customer information, service records, and job details in the company’s CRM or database system.
- Billing & Payments: Prepare and send invoices, process payments, and follow up on outstanding accounts receivable. Assist with basic bookkeeping tasks.
- Communication: Act as a liaison between technicians, customers, and management. Relay important information and updates to the team as needed.
- Inventory Support: Track and order parts or supplies as directed, ensuring technicians have the necessary materials for jobs.
- Compliance: Assist with maintaining records for permits, licenses, and certifications required for HVAC operations.
- Other Duties: Handle additional administrative tasks as assigned, such as preparing reports, organizing files, or assisting with marketing efforts (e.g., updating social media or sending promotional emails).
Qualifications:
- Education: High school diploma or equivalent required; associate’s degree or coursework in business administration preferred.
- Experience: 1-3 years of administrative or office management experience, preferably in a contractor, construction, or service-based industry. Experience in the HVAC industry is a plus.
- Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with CRM or scheduling software (e.g., ServiceTitan, Jobber, or similar).
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Basic understanding of bookkeeping and invoicing processes.
- Ability to work independently and as part of a team.
- Attributes:
- Detail-oriented with a focus on accuracy.
- Customer-focused with a professional and friendly demeanor.
- Ability to handle sensitive information with confidentiality.
- Adaptable to changing priorities and a fast-paced work environment.
Physical Requirements:
- Ability to sit for extended periods, use a computer, and occasionally lift office supplies up to 25 pounds.
Work Environment:
- Office setting with standard business hours (e.g., Monday-Friday, 8:00 AM - 5:00 PM). Occasional overtime may be required during peak seasons.
- Opportunity to work closely with a skilled team in a growing HVAC company.
Benefits:
- Competitive salary and potential for performance-based bonuses.
- Health, dental, and vision insurance (if applicable).
- Paid time off and holidays.
- Opportunities for professional development and growth within the company.
How to Apply: Please submit your resume and a brief cover letter to [Insert Contact Email or Application Portal] with the subject line “Administrative Assistant/Office Manager Application.” Applications will be reviewed on a rolling basis until the position is filled.
About Us: Cold Air 4 U, is a trusted HVAC contractor serving South Florida. We pride ourselves on delivering top-quality heating, ventilation, and air conditioning services to residential and commercial clients. Join our team and contribute to our mission of providing exceptional service and comfort to our community.
equal opportunity employer
Company DescriptionFamily Owned and Operated
Company Description
Family Owned and Operated