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SP
Service Professionals of Florida, LLC
HVAC Business Office Administrator
Career Insights for Office / Administrative Assistant (General)
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Scorecard
Based on Florida data
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What they do
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.
$40,049 / year median in Florida
+5% projected growth
Job Description
Overview Growing HVAC company On Marco Island is seeking a dependable, experienced Office Administrator to help manage our day-to-day office operations, duties include working closely with Owner, data entry, receptionsist duties, filing, permitting and more. We are looking for someone who is reliable, self-sufficient, organized, professional, and comfortable taking ownership of a busy office environment. This is an important position within our company, and we're looking for someone who can come in each morning ready to keep the office organized, our customers taken care of, and the day's schedule moving. Our industry is fast-paced and constantly changing. Service calls change, schedules move, emergencies happen, and priorities can shift throughout the day. The ideal candidate must be able to adapt, problem-solve, prioritize, and remain positive when the unexpected happens. If you're someone who sees what needs to be done, takes initiative, and takes pride in keeping an office running smoothly, we'd love to meet you! Duties Manage front desk operations, including computer use and programs, greeting ocassional visitors, answering multi-line phone systems, and directing calls with professionalism and courtesy Handle all aspects of office management such as filing, data entry, scheduling appointments, and maintaining organized records Perform bookkeeping tasks using QuickBooks to process invoices, track expenses, and manage accounts receivable/payable Service Titan ServiceTitan experience a real plus. Support customer service efforts by responding promptly to client inquiries via phone or email and providing accurate information about services Assist with clerical duties including proofreading documents, preparing reports, and maintaining confidential information securely Coordinate communication between clients, technicians, vendors, and internal teams to ensure seamless workflow and timely project updates Support personal assistant responsibilities such as calendar management, travel arrangements, and task prioritization to enhance operational efficiency Requirements Proven experience in office supervising or administrative roles within a service-oriented environment such as HVAC or related fields Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) along with excellent computer literacy skills Experience with QuickBooks or similar bookkeeping software is essential for managing financial transactions accurately Exceptional organizational skills with keen attention to detail; ability to multitask effectively in a busy office setting Excellent communication skills including phone etiquette; bilingual abilities are a plus for serving diverse clients Demonstrated ability to handle confidential information discreetly and professionally Prior experience in clerical tasks such as data entry, filing, proofreading, and time management is highly desirable Personal assistant or customer support experience will be considered an asset for supporting team needs effectively Join us in delivering outstanding service while supporting our operational excellence! This paid position offers an engaging work environment where your organizational talents will make a real difference every day. What We're Looking For Above everything else, we're looking for someone who is dependable, takes initiative, and takes ownership of their position. The right candidate should be comfortable working independently without constant direction and capable of recognizing what needs attention and taking care of it. Experience independently managing or coordinating a busy office is strongly preferred.