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Administrative Coordinator

2 months ago

Lawrence, Kansas, United States Boston Hire Full time
Job Summary

Boston Hire is seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of our HVAC office. The successful candidate will play a critical role 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 HVAC service appointments, ensuring that technicians are dispatched efficiently and effectively.
  • Provide exceptional customer service by responding to phone calls, emails, and customer inquiries in a professional and timely manner.
  • Maintain accurate and organized records of service orders, invoices, and contracts, ensuring seamless communication between technicians, management, and customers.
  • Process customer payments, generate invoices, and track accounts receivable with precision and attention to detail.
  • Facilitate clear and timely communication between technicians, management, and customers, ensuring that all parties are informed and up-to-date.
  • 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, demonstrating flexibility and a willingness to learn.
Requirements
  • Associate's degree or equivalent experience in an administrative role.
  • At least 1 year of experience in an administrative position, with a strong understanding of office procedures and protocols.
  • Excellent organizational and multitasking skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
  • Superb communication skills, both verbal and written, with the ability to effectively interact with customers, technicians, and management.
  • 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, with a strong attention to detail and a commitment to providing exceptional customer service.