Administrative Assistant/HVAC Dispatcher

Job Summary
We are seeking a proactive and organized Administrative Assistant/HVAC Dispatcher to join our dynamic team. This vital role combines administrative support with dispatching responsibilities for HVAC (Heating, Ventilation, and Air Conditioning) service calls. You will serve as the first point of contact for clients and technicians, ensuring smooth communication, scheduling, and office operations. Your energy, attention to detail, and excellent customer service skills will help us deliver top-notch service to our clients while maintaining an efficient office environment. Our ideal candidate thrives in a fast-paced environment, enjoys building efficient systems to better serve customers, and is committed to delivering excellent service. This role requires someone who is dependable, detail-oriented, and motivated to help keep daily operations running smoothly.

Responsibilities

• Manage incoming calls using multi-line phone systems, providing professional and courteous customer support.
• Schedule HVAC service appointments and dispatch technicians efficiently based on priority and location.
• Maintain accurate records of service requests, work orders, and client information using our field management software and other office management tools.
• Serve as the front desk receptionist, greeting visitors and directing them appropriately while maintaining a welcoming environment.
• Handle data entry tasks such as filing, proofreading documents, and updating client records with high accuracy.
• Support office management by organizing files, managing calendars, and coordinating appointments for technicians and managers.
• Assist with bookkeeping duties including invoicing, billing, and basic financial recordkeeping using our managment software.
• Use computer skills to generate reports, manage correspondence via Google Workspace and ensure timely follow-up on client requests.

Skills

• Strong organizational skills with the ability to multitask efficiently in a busy office setting.
• Excellent phone etiquette with experience handling multi-line phone systems and customer inquiries.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools.
• Bilingual abilities are highly desirable to serve diverse client needs effectively.
• Previous office experience or clerical experience is preferred; familiarity with office management practices is a plus.
• Exceptional data entry skills with high accuracy in typing and proofreading documents.
• Knowledge of HVAC industry terminology is advantageous but not required.
• Strong time management skills to prioritize tasks effectively throughout the workday. Join us to be part of a vibrant team where your administrative talents will make a real difference! We value energetic professionals who thrive in fast-paced environments and are eager to support our clients with professionalism and enthusiasm.

Pay: $23.00 - $27.00 per hour

Benefits:

• 401(k)

Experience:

• Administrative Support: 3 years (Preferred)

Work Location: In person