Administrative Assistant

5 days ago


Lawrence, United States Boston Hire Full time

Our client, a growing HVAC company on the North Shore, is looking for a highly organized and detail-oriented Administrative Assistant to join their team and help ensure smooth day-to-day operations. The Administrative Assistant will support the daily operations of the HVAC office by performing a variety of clerical and administrative tasks. This role will play a critical part in ensuring the efficiency of the office by managing schedules, handling customer inquiries, maintaining records, and supporting the team with various administrative duties.


Key Responsibilities:

  • Coordinate and schedule service appointments, ensuring that technicians are dispatched efficiently.
  • Answer phone calls, respond to emails, and assist clients with inquiries or service requests in a professional manner.
  • Maintain organized records of service orders, invoices, and contracts
  • Assist with processing customer payments, invoicing, and tracking accounts receivable.
  • Relay information between technicians, management, and customers to ensure clear and timely communication.
  • Prepare reports, documents, and correspondence as needed, including estimates, work orders, and service agreements.
  • Assist with special projects, filing, scanning, and other tasks as assigned by management.


Qualifications:

  • Associates Degree preferred
  • 1+ years of experience in an administrative role
  • Strong organizational and multitasking skills
  • Excellent communication skills (both verbal and written)
  • Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with scheduling or accounting software (e.g., QuickBooks, ServiceTitan) is a plus
  • Ability to work independently and as part of a team in a fast-paced environment
  • Attention to detail and a commitment to providing excellent customer service



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