HVAC Administrative Assistant

As a constantly growing HVAC Mechanical services company, we are looking for a dedicated, warm and friendly team player who enjoys a challenge, thrives under pressure, and has a personality that will brighten up any room. Knowledge of working in an HVAC environment is a considerable asset.

CORE COMPETENCIES

• Driven to provide excellent Customer Service with effective customer interaction skills
• Excellent organizational skills - ability to prioritize work assignments and multi task is essential
• Comfortable with being directly involved in a fast paced environment
• Must be flexible and willing to work additional hours (as required)
• Displays exceptional interpersonal skills
• Ability to develop and maintain relationships with clients as well as internal and external business partners
• Proven communication skills - both verbal and written
• Capable of working with minimal supervision – a self-starter with the ability to meet deadlines and produce accurate results
• Excellent social media skills
• Is able to adapt, respectful, courteous
• Proficiency in Word and Excel key
• Exhibits a sound work ethic

RESPONSIBILITIES

• Providing support in an environment with a broad variety of administrative and clerical functions
• Responsible to schedule, assign, and dispatch Field Service Technicians
• Coordinates and schedules all service work for maintenance
• Ensures proper information is obtained and entered for all service calls
• Organize the workflow in tandem with customer deadlines
• Maintains an even flow of work between the customer, the workspace and the technicians.
• Establish and maintain a good working relationship with stakeholders
• Manage agent compliance paperwork, example – insurance, WSIB, etc.
• Reception duties as assigned – directing calls, filing etc.
• Responsible for performing accurate invoicing
• Accountable for accurate and timely input of billing data and distribution of invoices to customers/internal contacts
• Review warranty requests as needed
• Review Service Job Estimates
• Maintain electronic and hard copy filing system meticulously
• Perform data entry and scan documents
• Maintain and update social media platforms
• Assist in resolving any administrative concerns and suggest process improvements
• Provide proactive follow up with customers, field representatives and interoffice to ensure outstanding issues are resolved and all commitments and expectations are met or exceeded
• Report customer feedback to management whether positive or negative
• Prepare and modify documents including correspondence, reports, drafts, memos and emails

EDUCATION

• Completion of secondary school diploma preferred or the equivalent in combination with education and experience.
• Willingness to attend and participate in training and development programs as required

EXPERIENCE

• Minimum 2 – 5 years administrative (HVAC) experience in a computerized and automated office environment
• Housecall Pro proficiency considerable asset
• Bookkeeping familiarity an asset, but not a requirement
• Telephone techniques and computer skills in a customer service environment is fundamental and required

Benefits:

• Work from home opportunities
• Flexible working hours
• Vacation & paid time off

Job Types: Full-time, Part-time

Pay: $20.00-$26.00 per hour

Benefits:

• Dental care
• Vision care

Education:

• Secondary School (preferred)

Experience:

• administrative assistant: 1 year (preferred)
• HVAC work: 1 year (required)

Work Location: In person