Office Assistant

Job Summary $$$
Pay based on experience. We are seeking a dynamic and organized Office Assistant to join our team! In this vital role, you will be the friendly face and efficient support system that keeps our office running smoothly. Your energy, attention to detail, and proactive approach will help foster a welcoming environment for clients, visitors, and staff alike. This paid position offers an exciting opportunity to develop your administrative skills while contributing to a vibrant workplace. The ideal candidate is highly organized, tech-savvy, and excels in multitasking with a positive attitude.

Responsibilities

• Manage entire companies HVAC Maintenance Program, including scheduling, billing and follow up. ( 1200 customers ).
• Answer multi-line phone systems promptly, providing excellent customer service and support.
• Handle data entry, filing, and document proofreading to ensure accuracy and organization in software called Service Titan.
• Manage calendar appointments, schedule jobs
• Utilize computer skills including Microsoft Office Suite and Google Workspace for various administrative duties
• Support bookkeeping activities using Service Titan and QBO.
• Assist with clerical tasks such as photocopying, faxing, and preparing reports or correspondence
• Provide support for two company VP's via phone or email, demonstrating excellent phone etiquette and communication skills to help answer inbound calls.

Qualifications

• Must know Service Titan Software
• Experience in HVAC a bonus
• Understand AR & AP reports, maturity dates, processes.
• Proven office experience with strong organizational skills and attention to detail
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace tools
• Experience with multi-line phone systems and front desk operations
• Bilingual abilities are highly desirable to assist diverse clients and staff
• Familiarity with QuickBooks or bookkeeping software is a plus
• Excellent typing speed and data entry skills for efficient workflow management
• Strong communication skills with professional phone etiquette and customer service orientation
• Ability to manage time effectively in a fast-paced environment while prioritizing tasks
• Previous clerical or administrative experience in an office setting preferred
• Personal assistant or medical/dental receptionist experience is advantageous but not required

Join us as an Office Assistant and become a key contributor to our vibrant team! Your enthusiasm for organization, customer service excellence, and office management will help us create a productive and welcoming environment for all.

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person