Administrative Support Specialist

Since 1986, Advanced Refrigeration & Air has been a leader in commercial refrigeration and air conditioning. Based in Orlando, Florida, our family-owned company operates across five locations in the state. For 40 years, we have provided top-tier service to grocery retailers, restaurants, and businesses throughout Florida, South Georgia, and Alabama. We are currently seeking a detail-oriented and reliable Administrative Support Specialist to join our Service team. This role is essential in supporting our field technicians and Area Manager by ensuring clear communication and efficient workflow between internal departments and external clients. We are looking for an individual who is highly organized, proactive, and capable of managing multiple tasks to help maintain smooth daily operations.

Key Responsibilities Include:

Updating and maintaining multiple client portals and responding to client inquiries Submit and maintain quotes and estimates in a timely manner Maintaining preventative maintenance schedules and associated paperwork Submitting refrigerant documentation to the EPA in compliance with regulations requirements Assisting the District Manager with scheduling and coordination Keeping technicians/District Managers up to date with active work order information Coordinating with external vendors for rental equipment when applicable Occasionally assisting with administrative coverage for other areas

Qualifications:

Minimum of 2 years administrative office experience Strong critical thinking skills with the ability to troubleshoot basic issues independently Able to multi-task and prioritize effectively Highly detail-oriented with strong organizational skills Experience in Acumatica, Dropbox, OneDrive, Google Drive, and SharePoint a plus. Prior experience in HVAC, Refrigeration, or a similar technical industry preferred. Professional and friendly communication Proficient in Microsoft Office (Excel, Outlook, Word). Punctual, dependable, and team-oriented

What We Offer:

Medical, Dental, Vision & Voluntary Coverages 401(k) with

Company Match Paid Vacation & Holidays Experience:

Administration:

2 years (Required)

HVAC/R:

1 year (Preferred) For more information, please visit our company website at: www.advref.com Our company was featured in the Orlando Family Magazine. You can visit the article link at: https://www.orlandofamilymagazine.com/all-articles/cool-under-pressure/

Job Type:

Full-time Job Type:

Full-time Benefits:

401(k) Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance

Experience:

Administrative:

2 years (Required)

HVAC/R:

1 year (Preferred) Ability to

Commute:

Tallahassee, FL 32303 (Required)

Work Location:

In person