Office Assistant

Full-time, in-office position with a schedule of Monday–Friday, 7:30 AM – 4:30 PM.

About the role

Greater Comfort Mechanical is seeking a dependable and organized Office Assistant to support the daily operations of our growing commercial HVAC company. This role is ideal for someone looking to build a long-term career in administration, customer service, and office operations. We are looking for a positive, detail-oriented individual who enjoys helping others, staying organized, and learning new skills. Previous HVAC experience is not required; we are willing to train the right candidate.

Responsibilities

• Customer Service & Phone Support
  • Answer and direct incoming phone calls.
  • Take messages and route calls to the appropriate department.
  • Assist customers, vendors, and employees with general inquiries.
  • Provide friendly and professional customer service.
• Document Management & Portals
  • Upload and manage documents through customer and vendor portals.
  • Organize and maintain electronic and paper filing systems.
  • Scan, file, and shred company documents.
  • Ensure records are accurate and properly maintained.
• Insurance & Compliance Support
  • Prepare, distribute, and track Certificates of Insurance (COIs).
  • Manage customer and mall COI requests and requirements.
  • Maintain insurance-related records and documentation.
  • Follow up on outstanding compliance documentation.
• Technology Tracking
  • Track company-issued phones, tablets, and other technology.
  • Maintain accurate equipment assignment records.
  • Assist with technology distribution and returns.
• Operations Support & Cross Training
  • Cross-train on parts ordering and purchasing support.
  • Assist with coordinating crane and lift rentals when needed.
  • Follow up on manufacturer and vendor warranty claims.
  • Support special projects and other office functions assigned.
  • Provide backup support to other departments as needed.

Requirements

• High school diploma or GED.
• Strong organizational skills and attention to detail.
• Professional communication skills.
• Ability to multitask and manage changing priorities.
• Basic computer skills, including Microsoft Outlook, Word, and Excel.
• Dependable attendance and a strong work ethic.
• Willingness to learn new systems and processes.

Preferred Qualifications

• Previous office, administrative, receptionist, or customer service experience.
• Experience working with online portals or document management systems.
• Experience in construction, service, or trades industries is a plus, but not required.

Benefits

• 100% Employer-Paid Health Insurance
• Dental Insurance
• Vision Insurance
• 401(k) Retirement Plan
• Paid Time Off (PTO)
• Paid Holidays
• Professional Development Opportunities
• Stable Monday-Friday Schedule

Pay

$35,600 – $40,000 annual salary.