What are the responsibilities and job description for the HVAC Administrative Assistant position at Larson Air Conditioning?

Job Description

Salary : $18-$25 DOE

Join Our Team as an Administrative Assistant at Larson Air Conditioning!

Are you ready to be part of a trusted, 5-star rated family-owned business with a legacy of excellence?Larson Air Conditioning, proudly serving the greater Phoenix area, is looking for an enthusiastic and organized Administrative Assistant to join our dynamic team. With a reputation for delivering top-tier service and a commitment to customer satisfaction, we believe in creating a positive and supportive work environment for every team member. If you're detail-oriented, enjoy multitasking, and want to contribute to the continued success of a respected company, we want to hear from you! Come be a part of our growing team and help us keep Arizona comfortable, one customer at a time.

Opportunity : HVAC Administrative Assistant

Schedule : On-Site | Full Time (Monday-Friday from 8am-5pm)

Summary :

Have a knack for supporting multiple teams? In this pivotal role, youll provide essential support across multiple departments, ensuring smooth day-to-day operations. From maintaining Standard Operating Procedures (SOPs), preparing reports, occasionally making calls to customers, and helping streamline internal processes, youll be a key player in keeping our business running efficiently. If you have a strong eye for detail, enjoy improving workflows, and thrive in a fast-paced environment, this is a great opportunity to make a meaningful impact in the HVAC industry with a trusted, growing company.

Benefits :

Medical, Dental, and Vision Insurance
401K Retirement Plan with Company Match
Weekly Pay
Paid Time Off
6 Paid Holidays
Continuous Paid Training
Frequent Team Lunches
Modern Upscale Facility
Positive and Collaborative Work Environment

Key Responsibilities :

Data Entry & Management : Accurately input, update, and maintain records in the companys database, ensuring data integrity and quick access for team members.

Reporting : Prepare and generate regular reports, including performance metrics, operational summaries, and data analysis to support decision-making.

SOP Creation & Updates : Develop, review, and maintain Standard Operating Procedures (SOPs) to ensure consistency and efficiency across all departments.

Customer & Vendor Communication : Make occasional calls to customers and vendors to confirm details, resolve issues, or gather necessary information to support service operations.

Scheduling & Coordination : Occasionally schedule appointments, service calls, and maintenance visits for HVAC technicians, coordinate technician availability with client needs, and assist in preparing work orders for the teams.

Billing & Invoicing : Assist in issuing invoices, estimates, and processing payments while tracking transactions for customers and vendors.

Process Improvement : Identify opportunities to streamline internal processes, suggesting improvements to increase productivity and efficiency.

Document Management : Organize and maintain important documents, files, and records to ensure compliance and easy retrieval.

Cross-Department Assistance : Provide administrative and clerical support across multiple departments, including install, sales, service, and operations, by managing calendars, scheduling appointments, preparing reports, organizing documents, maintaining office supplies, and collaborating with teams to ensure smooth daily operations and project success.

Qualifications :

High school diploma or equivalent; associate's degree in a related field is a plus.

Proven experience as an administrative assistant, preferably in the HVAC or trades industry.

Strong organizational and time-management skills.

Excellent communication skills, both written and verbal.

Exceptional customer service skills.

Strong commitment to meeting deadlines.

Adaptable and dependable.

Eager willingness to help.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Proficiency in ServiceTitan is a plus.

Ability to work well independently and as part of a team.

Attention to detail and problem-solving abilities.

Basic understanding of HVAC systems or a willingness to learn

Physical Requirements :

Ability to sit or stand for extended periods.

Occasional lifting of office supplies and equipment (up to 25 lbs).

Work Environment :

The role will be based in an office setting with occasional visits to job sites or warehouses, depending on the needs of the business.

If youre ready to be a key player in a company that values both its customers and employees, apply today and become part of our growing team!

Salary : $18 - $25

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