Service Department Administrator/Assistant

Job Title: Administrative Assistant with Light Accounting Duties

Department: Service Department

Reports To: Service Manager

Job Type: Full-time

Location: In-Office

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant with light accounting duties to join our HVAC office team. The successful candidate will provide comprehensive administrative support, ensuring the smooth operation of our office, and will also assist with essential accounting tasks. This is a full-time, in-office position.

Key Responsibilities:

• Answer incoming phone calls professionally and courteously, directing inquiries to the appropriate department or individual.
• Manage general office correspondence, including emails and mail.
• Maintain a tidy and organized office space.
• Perform Accounts Payable (AP) data entry, accurately recording invoices and vendor information.
• Assist with light collections, including making polite reminder calls/emails for overdue accounts and maintaining collection records.
• Organize and maintain accurate expense records for technician credit cards.
• Maintain and update company vehicle records, including maintenance schedules, registrations, and inspections.
• Maintain and update technician training records, including scheduling training, registrations for training, travel accommodations, and certificate retention.
• Assist with various administrative tasks as needed to support the office and field operations.
• Ensure confidentiality of all sensitive information.

Qualifications:

• Experience: Prior experience in an administrative or office support role is required, particularly within an HVAC or similar service-based industry.
• Skills:

• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Strong data entry skills with a high degree of accuracy.
• Excellent verbal and written communication skills.
• Exceptional organizational and time management abilities.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• A keen eye for detail and problem-solving skills.

• Attributes:

• Professional demeanor and strong interpersonal skills.
• Ability to work independently and as part of a team.
• Reliable and punctual.

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Holidays and Paid Time Off
• Paid Vacation
• 401K

To Apply:

Please submit your resume and cover letter to Jen Williams- [email protected].