Office Administrator

A Plus Quality Inc is seeking a highly organized and customer-oriented Office Administrator to join our dynamic team. The ideal candidate will have excellent communication skills and a strong ability to multitask. Responsibiltes: Manage and maintain daily office administrative functions, including filing, data entry, documentation, customer records, and general office organization. Answer incoming telephone calls, emails, and other customer inquiries in a professional, courteous, and timely manner. Provide exceptional customer service, including responding to customer concerns, resolving issues where possible, and escalating matters to management when required. Schedule HVAC service appointments, maintenance visits, installations, inspections, and follow-up appointments, including coordinating schedules with technicians and customers. Send appointment confirmations, reminders, follow-up communications, and other customer notifications as required. Follow up with customers following service calls to confirm satisfaction, address concerns, obtain required information, and identify additional service requirements. Manage and maintain assigned customer accounts and develop professional relationships with customers, property managers, suppliers, and other business contacts. Assist with customer retention and business development activities, including contacting existing and prospective customers regarding Company services. Contact prospective customers and property managers to introduce and promote the Company's HVAC services and assist with generating new business opportunities. Assist with obtaining, monitoring, and responding to customer reviews and online feedback in accordance with Company policies. Process and coordinate equipment and parts warranty claims, including gathering required documentation, communicating with manufacturers and suppliers, submitting claims, and following up until resolution. Order replacement parts, equipment, and materials as directed and maintain accurate records of orders, deliveries, backorders, and outstanding requirements. Assist with inventory management, including monitoring stock levels, receiving and organizing materials, and communicating inventory requirements to management. Prepare, maintain, and process work orders, service documentation, purchase orders, invoices, quotations, reports, and other administrative records. Use and maintain Company software and systems, including QuickBooks, Microsoft Office, Google Workspace, field service management software, scheduling systems, customer databases, and other systems designated by the Company. Assist with accounts receivable, accounts payable, invoice follow-up, payment collection, and other administrative financial functions as directed by management. Assist with marketing, advertising, social media, customer communications, promotions, and sales initiatives as required. Maintain accurate and up-to-date customer, technician, equipment, warranty, supplier, and service information. Maintain the confidentiality and security of Company records, customer information, pricing, financial information, employee information, and other proprietary information. Work independently while maintaining effective communication with Company management, technicians, customers, suppliers, and other employees. Perform other reasonable administrative, customer service, operational, marketing, sales, or related duties as may be assigned by the Company from time to time. Qualifications: Experience in office administration or customer service is preferred. Strong organizational and time management skills. Excellent communication and interpersonal skills. Proficiency in QuickBooks, Microsoft Office Suite & Google Workspace Previous experience in office administration, customer service, or a service-based industry preferred Experience with field service management software is preferred Ability to work independently and as part of a team. Social Media and Marketing Pr…

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