Mobile Administrative Assistant | HVAC Position Available In New York, New York

Mobile Administrative Assistant | HVAC Ephoca 106 West 56th Street, New York, NY 10019

Job Opportunity:

Mobile Administrative Assistant Location:

New York City (On-site, Daily Commuting Required)

Employment Type:

Full-Time No Prior Experience Needed What You’ll Do Answer and manage emails and phone calls promptly and professionally, acting as the first point of contact for clients, vendors, and internal teams. Receive and process job orders or service requests , ensuring that all incoming requests are recorded, assigned, and scheduled correctly. Add detailed notes and updates into the CRM , ensuring records stay accurate and up to date for each project or client. Facilitate internal communication between field workers and office staff—helping resolve real-time questions or logistical needs. Use mobile tools and apps to stay connected, organized, and responsive at all times, acting as a live tech-support channel. Schedule job sites and appointments with precision, ensuring all moving pieces (crews, clients, equipment) are aligned and informed. Coordinate with the office team to streamline communication between field staff and back-office operations. Be an “extra helping hand” for everything from running local errands and deliveries to prepping job sites or materials. Maintain digital records , logs, and schedules using Google Calendar, spreadsheets, CRMs, or project management tools. Follow up with leads , clients, and partners to confirm appointments, send updates, or gather information. Provide light field support (e.g., site checks, deliveries, pickup/drop-offs) as needed with your own reliable transportation. What We’re Looking For Strong multitasking and problem-solving skills — you can keep things moving even on chaotic days. Highly responsive with excellent written and verbal communication . Comfortable working independently , often from your phone or car. Reliable vehicle and valid driver’s license (for any in-person support needs). Friendly, proactive attitude — you’re the type of person who sees what needs to be done and does it.

To Apply:

Please send your resume and cover letter to jobs@ephoca.com

Job Type:

Full-time Pay:

$60,000.00 – $75,000.00 per year

Work Location:

In person