Administrative Assistant

Control Air Enterprises LLC is seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant who is passionate about supporting daily operations and helping teams work efficiently. The ideal candidate possesses strong communication, time management, and organizational skills, along with the ability to effectively coordinate office activities, support field personnel, and provide exceptional customer service. This individual must be capable of managing multiple priorities in a fast-paced environment while maintaining accuracy, professionalism, and a positive attitude in all interactions. Why Join Us? Employee-owned company through our ESOP program Industry leader in mechanical construction since 1979 Career growth and advancement opportunities Collaborative and team-oriented culture Challenging and rewarding projects Ongoing training and professional development Competitive compensation and benefits package Responsibilities Include: Schedule & Calendar Management: Manage calendars, coordinate meetings, and book conference rooms. Timekeeping Support: Assist with processing weekly timecards for office staff, technicians, and union employees. Field Operations: Run weekly technician scheduling meetings via Microsoft Teams and liaison between the office and field technicians. System Data Entry: Enter Purchase Orders, subcontracts, new service/construction jobs and enter inventory charge outs into Sage 300 (Soon to be Sage Intacct) Customer Service: Assist customers with scheduling technicians for service calls and invoice questions they may have. Inventory Management: Track and maintain order lists for office and snack supplies. Company Culture: Help coordinate office outings, team lunches, and holiday functions. Qualifications: Experience Level: 1-3 years of administrative experience preferred. Education: High school diploma required. Technical Skills: Proficiency with Office 365 Suite and digital communication tools required. Experience with Sage 300 or Sage Intacct is a major plus! Soft Skills: Strong interpersonal and communication skills with an upbeat, professional attitude. Organization: Exceptional time-management abilities, problem-solving skills, and meticulous attention to detail. What Success Looks Like: Provide exceptional administrative support that helps maintain efficient office operations and supports both office and field teams. Effectively manage schedules, meetings, calendars, and technician coordination to ensure daily operations run smoothly and on time. Maintain accurate and timely data entry, timekeeping records, purchase orders, job information, and system documentation. Deliver outstanding customer service by professionally assisting customers, responding to inquiries, and helping resolve scheduling and invoicing needs. Serve as a reliable liaison between office personnel, field technicians, customers, and leadership while fostering strong communication and teamwork. Contribute to a positive workplace culture through professionalism, accountability, attention to detail, and support of team and company initiatives. Compensation & Benefits: Salary Range: $20/hr. - $30/hr. (DOE) Benefits: Medical, dental, and vision benefits 401k retirement plan Life Insurance Long-Term Disability Insurance FSA & extra insurance Paid holidays Paid time off Employee stock ownership plan (ESOP) Work Schedule: Alternative Work Schedule: Monday - Thursday, 9 hours per day; Friday, 4 hours. About Control Air Enterprises LLC: We have been in business for over 42 years and are a full Mechanical HVAC contracting firm specializing in Major Construction, Tenant Improvement, Industrial, Plumbing, Retrofit, Service, Controls, Energy Commissioning and Detailing. Our divisions can handle a wide range of projects and services that include Design Build, Design Assist and Plan & Spec for facilities in the Medical, Entertainment, Laboratory, Hotel, Resort, Office, Government, Education, Civic and Commercial industri…

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