Administrative Assistant

Position Overview We are seeking a dependable and organized Administrative Assistant to support our HVAC and plumbing office operations. This role is ideal for someone with strong customer service skills who can handle multiple tasks while maintaining accuracy and professionalism. Responsibilities Call customers regarding open invoices and collect payments Answer incoming phone calls and assist customers with scheduling and general inquiries Schedule and book HVAC and plumbing service calls Apply for permits and maintain accurate office and job records Assist with payroll by reviewing and entering technician timesheets Support daily office operations and administrative tasks Qualifications Previous office or customer service experience preferred Strong communication skills, especially over the phone Highly organized, detail‑oriented, and able to multitask Experience with QuickBooks and ServiceTitan preferred HVAC or plumbing office experience is a plus Core Duties & Responsibilities Customer Service & Communication Answer incoming phone calls and emails professionally Assist customers with questions, scheduling, and basic service information Make outbound calls to customers regarding open invoices and payment follow‑ups Document customer interactions accurately in the system Scheduling & Dispatch Support Schedule and book service calls for HVAC and plumbing technicians Coordinate appointment times based on technician availability and job priority Update schedules for cancellations, reschedules, or emergency calls Communicate daily schedules and changes with technicians Billing, Invoicing & Payments Review and send invoices to customers Collect payments via phone, email, or in person Record payments and maintain accurate customer account balances Follow up on past‑due invoices in a professional manner Payroll & Timekeeping Assistance Review technician timesheets for accuracy Enter approved hours into payroll systems Track regular, overtime, and job‑specific hours Communicate with technicians to correct missing or inaccurate time entries Permits & Office Records Apply for permits for HVAC and plumbing jobs as required Track permit status and ensure compliance with local requirements Maintain organized digital and physical job files Update customer records, contracts, and service documentation Office & Administrative Support Support daily office operations to keep workflow running smoothly Order office supplies and maintain inventory Assist management with basic reports, data entry, and administrative projects Ensure confidentiality of customer, payroll, and financial information Software & Systems Use dispatch, accounting, and customer management software Enter and update job details in systems like ServiceTitan Assist with basic accounting tasks in QuickBooks Learn and follow company processes and technology procedures

Pay:

$19.00 - $22.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Referral program Vision insurance

Work Location:

In person