HVAC Dispatcher/ Administrative Assistant

Job Overview We are seeking a dynamic and organized HVAC Dispatcher/ Administrative Assistant to join our team! In this vital role, you will be the first point of contact for customers, managing communications, scheduling service calls, and office operations with energy and precision. Your proactive approach will ensure smooth daily workflows, efficient dispatching of services, and exceptional customer support. If you thrive in a fast-paced environment, possess excellent organizational skills, and enjoy multitasking, this is the perfect opportunity to contribute to a vibrant team dedicated to excellence. Duties Answer inquiries promptly and direct calls with professional phone etiquette Schedule appointments, dispatch services, and coordinate daily operations using calendar management tools Maintain accurate records through data entry, filing, and bookkeeping using QuickBooks and Housecall Pro applications Provide exceptional customer service by supporting clients via phone, email, and in person Oversee front desk responsibilities including greeting visitors, handling correspondence, and managing office supplies Assist with office management tasks such as proofreading documents, organizing files, and maintaining office systems using Google Workspace, QuickBooks, and Housecall Pro Prepare and process customer invoices for completed installation jobs, ensuring accurate billing and timely delivery to customers Support accounts receivable activities, including payment tracking and invoice follow-up as needed Support personal assistant duties when needed, including calendar updates and task prioritization Requirements Experience in office administration, dispatching, customer service, or a related administrative role Strong computer skills, including proficiency with Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and data entry applications Experience with QuickBooks and Housecall Pro preferred Knowledge of invoicing, accounts receivable, bookkeeping, and basic financial record-keeping Excellent organizational and time-management skills with the ability to prioritize tasks and multitask in a fast-paced environment Professional communication and customer service skills, both written and verbal Demonstrated experience handling multi-line phone systems Strong attention to detail for maintaining accurate records, processing invoices, and proofreading documents Ability to work independently while also collaborating effectively with office staff and service technicians HVAC industry experience is preferred but not required Join us in delivering outstanding support that keeps our operations running smoothly! This paid position offers an engaging environment where your organizational talents will shine. We value proactive individuals who are eager to contribute their skills in office administration and dispatching to help our team succeed. Pay: $17.00 - $18.00 per hour Expected hours: 40.0 per week Benefits: Dental insurance Health insurance Paid time off Vision insurance Work Location: In person

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