Administrative Assistant

Administrative Assistant – Customer Service & Sales Support

Full-Time | Monday–Friday | 8:00 a.m.–5:00 p.m.

HVAC experience can be learned. A helpful attitude, attention to detail, and genuine follow-through are harder to find.

Diamond Heating, Inc. is looking for an Administrative Assistant who is organized, dependable, comfortable talking with customers, and eager to learn. You’ll play an important role in our daily operations by supporting our customers, sales team, service department, installation department, and showroom.

If you’re someone who follows through, catches the little details, and enjoys helping a team stay organized, we’d love to hear from you.

What You’ll Do

Customer Service & Communication

• First person to answer incoming calls, respond to basic questions, and direct customers to the appropriate department
• Review voicemails and emails and distribute messages promptly
• Greet and assist customers in our showroom
• Communicate professionally with customers, employees, subcontractors, and vendors by phone, email, and in person
• Help create positive customer experiences by providing information and following up when needed
• Update customer records as new information is received
• Clean showroom as needed (dusting, vacuuming, etc.)

Scheduling & Department Support

• Schedule sales appointments and create call slips, work orders, and service calls
• Assist with dispatching service technicians when needed
• Coordinate with our sales, service, installation, and accounting departments
• Help the service department with maintenance agreements
• Assist the Install Coordinator with scheduling final mechanical inspections
• Provide backup assistance with customer financing
• Participate in administrative meetings and help keep action items moving forward
• Schedule final mechanical inspections for customers

Administrative & Sales Support

• Maintain organized files and documents for prospective and active jobs
• Assist the Sales Manager with preparing equipment quotes and writing clear, professional customer proposals
• Support the owner, managers, and sales team with job-related paperwork, research, and follow-up
• Complete new equipment registrations, warranty paperwork, and job-file breakdowns
• Research and purchase items for retail sales
• Develop and maintain working knowledge of the products and services we offer
• Assist with additional administrative projects and responsibilities as needed

Showroom, Mail & Incoming Materials

• Pick up and distribute mail from the post office and company mailbox
• Assist with showroom sales and cashiering
• Help maintain a clean, organized, and welcoming showroom
• Assist with receiving and breaking down pallet shipments
• Distribute incoming parts and packing slips to the appropriate departments
• Help with light materials-handling duties as needed

What We’re Looking For

• At least five years of administrative/office, and customer service experience is required
• At least two years of experience using QuickBooks Desktop (not online)
• Working knowledge of Microsoft, Outlook, Word, Excel, and general computer programs
• Strong written and verbal communication skills
• Excellent organization and attention to detail
• Ability to prioritize tasks and stay composed in a busy office
• Dependable, self-motivated, and willing to take initiative
• Comfortable working independently and as part of a team
• Friendly, professional, and confident when assisting customers
• Willingness to learn about HVAC equipment, services, and terminology
• Strong follow-through and problem-solving skills

Previous HVAC or construction experience is helpful, but it is not required. We’re happy to train the right person who is eager to learn.

Benefits

• Simple IRA retirement plan with a 3% company match after one year of employment
• Insurance stipend
• Paid time off
• Seven paid holidays
• Company-paid training
• Monday–Friday schedule

About Diamond Heating

Diamond Heating, Inc. is a locally owned HVAC company serving the North Oregon Coast and surrounding areas. We take pride in providing great service, supporting our employees, and maintaining a workplace where people work hard and help one another.

If you’re looking for a position where your organization, communication skills, and personality will make a difference every day, we encourage you to apply!

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40.0 per week

Education:

• High school or equivalent (Required)

Experience:

• Office/Admin: 5 years (Required)
• QuickBooks Desktop: 2 years (Required)

License/Certification:

• Drivers License (Required)

Work Location: In person