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Administrative Coordinator

2 months ago

Charlotte, North Carolina, United States Equiliem Full time
Job Summary

The Administrative Assistant plays a vital role in supporting the daily operations of a HVAC company by managing administrative tasks, coordinating schedules, handling customer inquiries, and assisting with billing and documentation.

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, ensuring efficient use of time and resources.
  • Documentation: Maintain accurate records of customer information, service history, work orders, and invoices, preparing and processing documentation for billing and payments.
  • Data Entry: Enter customer and service data into the company's database or software system, keeping records up-to-date and ensuring data accuracy.
  • Billing and Invoicing: Assist with preparing and sending invoices to customers, following up on outstanding payments and managing accounts receivable.
  • Inventory Management: Monitor and order office supplies and HVAC parts as needed, tracking inventory levels and coordinating 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: Ability to prioritize tasks and manage multiple responsibilities.
  • Excellent Communication and Customer Service Skills: Ability to handle difficult customers professionally and with empathy.
  • Proficiency in Microsoft Office Suite: Word, Excel, Outlook.
  • Ability to Handle Multiple Tasks and Prioritize Effectively: Ability to multitask and prioritize tasks in a fast-paced environment.
  • Attention to Detail and Accuracy in Data Entry and Documentation: Ability to maintain accurate records and data.
Preferred Qualifications
  • Previous Experience in an Administrative Role: Previous experience in an administrative role is preferred.
Work Environment
  • Full-time Position: 40 hours per week, in-office.
  • Monday through Friday: 8:00 AM to 5:00 PM.
Employment Type
  • Contract-to-hire: Contract-to-hire opportunity.