Office Administrator

Position Summary

We are a growing HVAC company seeking a self-starter Office Manager with strong organizational skills and the ability to work independently. The ideal candidate is proficient in QuickBooks and Excel, quick to learn new operating systems, and experienced in handling a variety of office tasks. You will be responsible for managing phone calls, appointment scheduling, parts and equipment ordering, and ensuring our recurring maintenance customers receive timely attention. Your ability to multitask, handle customer concerns—including disgruntled clients—and lead future office staff is essential.

Key Responsibilities

• Administrative Support:
• Answer phone calls and schedule appointments efficiently.
• Ensure all customer calls are returned in a timely manner.
• Maintain organized records and follow-up systems.
• Financial & Data Management:
• Utilize QuickBooks for invoicing, expense tracking, and financial record-keeping.
• Create and manage spreadsheets in Excel to monitor business metrics.
• Order Management:
• Process parts and equipment orders, maintaining accurate inventory records.
• Customer Service:
• Manage a list of recurring maintenance customers, ensuring follow-ups twice a year.
• Effectively address and resolve issues with disgruntled customers to maintain positive relationships.
• Team Leadership & Collaboration:
• Demonstrate initiative by speaking up with new ideas or identifying problems.
• Lead and mentor new office staff as the team grows.
• Coordinate with other departments to ensure smooth operations.
• Multitasking & Problem Solving:
• Balance multiple tasks simultaneously while maintaining a high level of accuracy.
• Adapt quickly to new operating systems and procedures as needed.

Qualifications

• Experience:
• Prior office management experience is preferred.
• Experience in a technical or HVAC-related field is a plus.
• Skills:
• Proficient in QuickBooks and Excel.
• Excellent organizational, multitasking, and communication skills.
• Ability to work independently with minimal supervision.
• Quick learner with the capability to adapt to new technologies and systems.
• Strong problem-solving skills and the ability to handle challenging customer situations.

Benefits

• Paid Sick Leave:
• 1 day after 6 months of employment.
• 3 days after 1 year of employment.
• Vacation Time:
• 1 week after 1 year of employment.
• 2 weeks after 2 years of employment.
• Paid Holidays:
• 6 paid holidays per year.
• Competitive salary and opportunities for professional growth within a dynamic and expanding company.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Schedule:

• 10 hour shift
• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $25 - $30