An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Administrative Assistant Econo-West Heating & Air Conditioning Lancaster CA Econo-West Heating & Air Conditioning is looking for a dependable, organized Administrative Assistant to support our daily office operations. This is a broad office support role. The right person should be comfortable wearing multiple hats, switching between tasks, helping different departments, and taking on a variety of administrative responsibilities as business needs change. This is not a dispatcher-only position. While routing calls and coordinating with technicians is part of the job, this role also includes office administration, CRM updates, proposals, invoicing, customer follow-up, marketing support, document preparation, and assisting management with day-to-day tasks.
Responsibilities may include:
Answering phones and routing calls to the appropriate technician, department, or manager Scheduling and coordinating service calls Updating and maintaining customer information in our CRM Creating proposals, estimates, invoices, and job documents Assisting with permits, forms, job paperwork, and office documentation Following up with customers by phone, email, and text Assisting with marketing follow-ups, customer outreach, and mass calling/email campaigns Helping track open jobs, pending proposals, unpaid invoices, callbacks, and customer requests Supporting the CEO and Operations Director with administrative tasks Communicating with technicians, customers, vendors, and office staff Performing general office, computer, and clerical duties as assigned What we are looking for: Strong computer skills Good phone and customer service skills Ability to multitask and stay organized Comfortable learning new software and systems Strong attention to detail Professional communication by phone, email, and text Willingness to help wherever needed Ability to handle changing priorities throughout the day Reliable attendance and a positive attitude Experience in HVAC, home services, dispatching, invoicing, CRM systems, or office administration is helpful but not required Strong general computer literacy, including email, web-based software, PDFs, online forms, spreadsheets, and basic document creation Comfortable working in multiple software systems throughout the day, including CRM, invoicing, scheduling, email, and customer communication platforms Ability to type accurately, enter customer/job information correctly, and maintain clean, organized digital records Comfortable learning new technology, software updates, and company processes as needed Basic understanding of AI tools such as ChatGPT, Gemini, or similar platforms is required Willingness to use approved AI tools to help draft emails, organize information, summarize notes, improve customer communication, and assist with administrative tasks Must be able to review and verify AI-assisted work for accuracy before using it with customers, vendors, or internal staff Must follow company policies regarding customer privacy, confidential information, and appropriate use of AI/software tools Important fit for this role: This position requires flexibility. Some days may be heavily focused on phones and scheduling. Other days may involve proposals, invoices, permits, collections follow-up, marketing calls, data entry, or special projects. We are looking for someone who is comfortable being an all-around office support person and understands that responsibilities may vary based on company needs.
Work environment:
Office-based position Fast-paced HVAC service company Small business environment Daily communication with customers, technicians, vendors, and management
Schedule:
Monday through Friday, 8am-5pm Some occasional Saturday or seasonal availability may be requested depending on business needs Interview and Skills Assessment Selected candidates will be invited to an in-person interview at our company location in Lancaster. As part of the interview process, applicants will complete practical, job-related assessments covering basic computer proficiency, written communication, attention to detail, organization, data entry, and problem-solving. These assessments are designed to confirm that candidates can perform the essential duties of the position.
