Administrative Assistant

About the role

We are seeking a highly organized and proactive Administrative Assistant to support our growing HVAC division while also assisting with corporate administrative operations as needed. This role is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and takes pride in delivering excellent customer service and operational support. The ideal candidate is professional, detail-oriented, adaptable, and comfortable managing multiple priorities while helping build efficient systems and processes within a growing organization.

Responsibilities

• Coordinate scheduling and dispatching for field technicians
• Manage customer communications including appointment confirmations, follow-ups, and service updates
• Track and maintain service tickets, work orders, and maintenance agreements
• Assist with estimates, proposals, invoicing support, and warranty documentation
• Provide administrative support to the HVAC division and assist corporate operations as needed
• Support customer coordination and communication as divisions continue to grow
• Help develop and improve administrative processes, workflows, and organizational systems
• Maintain accurate records and ensure timely communication between customers, technicians, and leadership

Requirements

• 2+ years of administrative experience, ideally in a trades or service-based business
• Strong organizational skills with the ability to juggle priorities across multiple business lines
• Excellent written and verbal communication
• Proficiency with Microsoft Office
• Comfort learning new software
• Customer-service mindset and a calm, professional phone presence
• Self-starter who thrives in a growing environment and welcomes evolving responsibilities
• High school diploma or equivalent required; associate's degree or relevant certifications a plus

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Flexible spending account
• Employee assistance program
• Paid time off
• Parental leave
• 401(k) plus match