Office Assistant HVA Climate Control LLC Vancouver, WA Job Details Part-time | Full-time $17.50 - $19.00 an hour 20 hours ago Benefits Paid time off Qualifications City street navigation Google Workspace Route optimization Phone communication Customer service Client rapport building Route mapping technology English Route planning Administrative experience Attention to detail QuickBooks Productivity software Technical Proficiency Office experience Database software proficiency Full Job Description We are seeking a reliable, detail-oriented, and customer-focused HVAC Office Assistant to join our team in Vancouver, WA. In this role, you will support daily office operations, dispatch field technicians, and serve as the main point of contact for residential and commercial customers across Clark County and the surrounding Portland-Vancouver metro area. A key focus of this position includes making outbound calls to local property management companies and commercial clients to secure new HVAC service and maintenance contracts . ​Key Responsibilities ​ Outreach & Business Development ​Conduct outbound calls and follow-ups with regional property management firms, real estate investors, and commercial facility managers in Washington and Oregon to introduce our HVAC maintenance programs. ​Follow up on open estimates, service quotes, and proposals to secure signed maintenance agreements. ​Track, process, and manage customer service contracts, ensuring accurate renewal schedules and detailed account records. ​ Customer Service & Scheduling ​Field incoming phone calls and emails with a clear, professional, and friendly phone demeanor. ​Book maintenance appointments, diagnostic calls, and installation schedules efficiently. ​Keep clients updated on technician ETA changes, job progress, and scheduling availability. ​ Dispatch & Operations ​Dispatch service technicians using field management software, optimizing routes across Vancouver, Camas, Ridgefield, and nearby service zones. ​Provide field technicians with critical job details, access codes, tenant notification records, and customer background notes. ​Monitor job statuses throughout the day to ensure smooth workflow and accurate arrival windows. ​ Billing & Administrative Support ​Review service tickets and complete daily billing, invoicing, and payment collection. ​Assist with local utility rebate submittals (e.g., Energy Trust of Oregon, Clark PUD) and manufacturer equipment registrations. ​Maintain organized digital customer profiles, vendor invoices, and compliance documentation. ​Qualifications & Requirements ​

Experience:

1+ years of administrative, dispatch, office, or customer service experience is highly recommended (prior experience in HVAC, home services trades, plumbing, or property management is a major plus). ​

Outreach Capability:

Confident phone presence with strong interpersonal skills to build rapport with local property managers and business owners. ​

Tech Proficiency:

Comfortable with Microsoft Office, Google Workspace, and basic database management. Experience with trade software (e.g., ServiceTitan, Housecall Pro, Jobber) or QuickBooks is a plus. ​

Local Geography:

General familiarity with the Southwest Washington / Portland metro area to assist with scheduling and route planning. ​

Communication:

Clear verbal and written English skills.

Pay:

$17.50 - $19.00 per hour

Benefits:

Paid time off

Experience:

Customer service: 1 year (Preferred)

Work Location:

In person