Administrative Support Specialist
3 days ago
Job Title: Administrative Support Specialist
Job Summary:
The Administrative Support Specialist will provide administrative support to the daily operations of a HVAC company. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
- Customer Service: Handle incoming calls and emails, addressing customer inquiries, scheduling appointments, and providing information about services.
- Scheduling: Coordinate and schedule HVAC technicians for service calls, maintenance, and installations. Ensure efficient use of time and resources.
- Documentation: Maintain accurate records of customer information, service history, work orders, and invoices. Prepare and process documentation for billing and payments.
- Data Entry: Enter customer and service data into the company's database or software system. Keep records up-to-date and ensure data accuracy.
- Billing and Invoicing: Assist with preparing and sending invoices to customers. Follow up on outstanding payments and manage accounts receivable.
- Inventory Management: Monitor and order office supplies and HVAC parts as needed. Track inventory levels and coordinate with suppliers.
- Technician Support: Provide administrative support to HVAC technicians, including preparing work orders, organizing service schedules, and coordinating logistics.
- Communication: Serve as a liaison between customers, technicians, and management to ensure smooth operations and customer satisfaction.
- Office Management: Assist with general office duties such as filing, answering phones, organizing documents, and maintaining a clean and organized workspace.
Requirements:
- Strong organizational and time management skills.
- Excellent communication and customer service skills.
- Ability to handle difficult customers professionally and with empathy, ensuring their concerns are addressed effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to handle multiple tasks and prioritize effectively.
- Attention to detail and accuracy in data entry and documentation.
Employment Type: Contract-to-hire
Company Overview: Equiliem is a staffing industry leader that has helped shape the industry since 1995. We cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.
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