Job Overview We are seeking a dedicated and organized Administrative Assistant/Dispatch Assistant to join our dynamic team. This role is essential in supporting daily office operations, managing communication channels, and coordinating dispatch activities to ensure smooth workflow and excellent customer service. The ideal candidate will demonstrate strong organizational skills, proficiency in office management, and the ability to handle confidential information with professionalism. This paid position offers an opportunity to develop versatile administrative skills within a fast-paced environment. Duties Serve as the first point of contact at the front desk, greeting visitors and managing multi-line phone systems with professionalism and courtesy Develop and support mechanical technicians; HVAC knowledge would be a plus Handle incoming calls, route calls appropriately, and provide exceptional customer support through effective phone communication and etiquette Manage scheduling and calendar appointments for team members, ensuring efficient time management and organization Perform data entry tasks accurately using Microsoft Office, Google Workspace, and other office software to maintain up-to-date records Assist with bookkeeping activities utilizing QuickBooks or similar accounting software, including invoicing, billing, and basic financial record keeping Coordinate dispatch operations by scheduling appointments, tracking deliveries or service requests, and communicating effectively with clients and field staff File documents systematically, proofread correspondence for accuracy, and maintain confidentiality of sensitive information Support office management tasks such as inventory control, supply ordering, and maintaining a clean and organized workspace Skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications; ability to learn new computer programs and applications Experience with QuickBooks or comparable bookkeeping software Strong organizational skills with excellent time management abilities Effective communication skills in both verbal and written formats; English is a must Demonstrated clerical experience including data entry, filing, and proofreading Knowledge of front desk operations, multi-line phone systems, and office management procedures Ability to handle confidential information discreetly while maintaining professionalism Customer service orientation with a focus on client communication and support Computer literacy with the ability to adapt quickly to new software or tools as needed Technician coordination experience is required Excellent typing skills; 50wpm or more This position is integral to maintaining efficient office operations while providing outstanding support to clients and team members. We welcome applicants who are proactive, detail-oriented, and eager to contribute to our organization's success. You must have reliable transportation and exceptional typing skills.

Pay:

$23.00 - $29.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person