Full Job Description Job Title:

Administrative Assistant•

Sales Location:

Moraine, OH 45439

Company Overview:

We are a leading heating and air conditioning company proudly serving the Midwest with 7 active locations. Our mission is to deliver comfort and quality through superior HVAC solutions. As our company continues to grow, we are seeking a highly organized and customer-focused Administrative Assistant to support the Vice President of Consumer Service in driving exceptional customer interactions and operational excellence across all locations.

Position Summary:

The Administrative Assistant will play a key role in supporting day-to-day operations within the Consumer Service Department, with a strong focus on increasing HVAC system changeouts. This individual will serve as a frontline and backend support liaison—handling inbound and outbound calls, preparing and tracking estimates, managing CRM data, coordinating service dispatches, and supporting both digital and direct marketing efforts.

Key Responsibilities:

Handle inbound and outbound customer calls, schedule follow-ups, and respond to inquiries with professionalism and efficiency. Build and send detailed HVAC system estimates using standardized templates and pricing tools. Accurately enter and maintain customer data, job details, and communication notes across two CRM systems. Register HVAC equipment warranties with manufacturers on behalf of customers. Support service technician dispatching and job assignments based on geographic location and urgency. Create and send email marketing campaigns and assist with the execution of direct mail efforts. Monitor estimate follow-ups, lost job opportunities, and help improve conversion rates through consistent communication. Work closely with the VP of Consumer Services and Sales teams to ensure alignment and transparency. Assist with other administrative and operational tasks as needed.

Qualifications:

2+ years of experience in a customer service, administrative, or operations coordination role (HVAC or home services industry preferred). Strong phone presence and excellent communication skills. Proficient with CRM systems (experience managing multiple platforms is a plus). Highly organized with strong attention to detail and follow-through. Ability to multitask and prioritize in a fast-paced environment. Proficiency in Microsoft Office Suite and email marketing tools (Mailchimp, Constant Contact, etc. preferred). Familiarity with HVAC terminology, products, and warranty processes is a bonus.

Work Schedule:

Full-time | Monday-Friday |

Compensation & Benefits:

Competitive salary based on experience Health, dental, and vision insurance 401(k) with company match Paid time off and holidays Opportunities for advancement

Job Type:

Full-time Pay:

$19.00•$28.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance People with a criminal record are encouraged to apply

Work Location:

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