What are the responsibilities and job description for the Office Admin Assistant position at Doc J's Heat and Air?
Join Our Tulsa HVAC Team as an Office/Admin Assistant
Do you enjoy serving customers, are detail-oriented, and an efficient multi-tasker? If you’re looking for a role with varied responsibilities and serving as an integral part of a Tulsa service industry business, this a great opportunity.
This is a part-time role with core hours of Tu/W/Th from 8:30-2:30 pm
Overview
We are seeking a detail-oriented and organized Office Admin/Assistant to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by managing administrative tasks, supporting staff, and providing excellent customer service. This position requires proficiency in various office software and strong communication skills, making it essential for an efficient work environment.
Responsibilities
- Manage daily office operations, including scheduling appointments and maintaining calendars.
- Provide office support by fielding calls, answering questions, forwarding messages, confirming customer orders scheduling visits & being the “voice of the business” as an integral part of the Doc J team.
- Additionally, the successful candidate will be responsible for coordinating service schedule appointments, , handling invoices, estimates, payments, payroll tracking, customer satisfaction metrics, and related tasks.
- Manage proprietary HVAC systems and office paperwork to systematize efficient processes for field technicians and owners.
- Pull & create reports for owners regularly
- Order office equipment and supplies as needed
- Call prospective clients and prospective businesses for referral programs.
- Assist in logistical needs to support marketing our brand through community events and print and digital mediums.
- The successful candidate should be extremely thorough, detailed, possess excellent communication skills, and have background in customer service
Requirements: Strong customer service skills, with 1-2 years of demonstrated experience in a customer service-facing role. Previous 1 year office experience essential, which included handling phones, and office software, including MS Word, Excel, & CRM system.
Working knowledge of invoicing, scheduling, and related systems is a plus! Prefer experience or hands-on knowledge of trades or maintenance industry, that include basic familiarity with mechanical tools and/or industry terminology. And/or readiness to learn industry terminology.
If you are looking to grow along with a locally-owned growth-focused firm that prizes continuous improvement, and customer-centric experiences, let’s talk.
Job Type: Part-time
Pay: $16.00 - $19.00 per hour
Expected hours: 16 – 20 per week
Application Question(s):
- What appeals to you most about this role ?
- Describe any experience or knowledge you may already have regarding mechanical or maintenance systems, etc. Please include even if this experience was gained through hobbies, family activites or jobs as a teen, such as helping repair equipment or maintenace tasks at home, etc.
- What is most important aspect you value in a future employer
Ability to Commute:
- Tulsa, OK 74119 (Required)
Ability to Relocate:
- Tulsa, OK 74119: Relocate before starting work (Required)
Work Location: In person
Salary : $16 - $19