Office Coordinator

About the Role

Ariston Heating & Cooling is a small but growing HVAC company serving the East Bay. This position plays a central role in ensuring our office operates smoothly and efficiently. We are looking for someone who is detail-oriented, organized, and able to manage administrative responsibilities with professionalism and consistency. You’ll be working heavily in email, schedules, client management so speed and accuracy matter. This position is part time only right now from 9am to 2pm M-F.

Responsibilities

• Manage daily email communication and maintain organized correspondence
• Schedule customer appointments and coordinate with our team
• Register warranties and maintain accurate customer records
• Handle follow-ups, confirmations, and job bookings
• Manage our maintenance program, including renewals, scheduling, and documentation. These tasks will include following up with client list for sign ups.
• Work within Jobber (Our crm system), city portals, and utility platforms for administrative tasks
• Provide professional phone support, including answering questions and coordinating appointments
• Data Entry of services, and products in our CRM

Workload is steady and predictable at this stage of the business. As the company continues to grow, the pace and scope of this position will increase as well opportunities to earn more and transition to full time.

Qualifications

• Strong verbal and written communication skills
• Must be tech friendly, we use a lot of applications.
• Comfortable and professional speaking with customers over the phone
• Previous administrative or customer service experience required
• High attention to detail, accuracy, and follow-through
• Ability to manage tasks independently and stay organized
• Proficiency with email, scheduling tools, or CRM platforms (experience with Jobber is a plus but not required)
• Reliable and punctual with consistent availability Monday–Friday

Professional Expectations

• Maintain a positive, courteous, and professional demeanor
• Handle customer information responsibly
• Follow established processes and contribute to improving systems as we grow
• Represent Ariston Heating & Cooling with professionalism in all communication

Why Work With Us

• Consistent daytime schedule
• Small, locally owned, business with supportive team
• Stable, low-drama work environment
• Part-time position with realistic potential to grow into full-time
• Opportunities to expand responsibilities as the business scales

***Ariston Heating & Cooling is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or any other protected status under California or federal law.

Job Type: Part-time

Pay: $25.00 - $28.00 per hour

Application Question(s):

• Why does a part-time schedule (9–2 M-F) work well for you?

• Describe a situation where you had to manage multiple tasks or requests at the same time (phones, emails, scheduling, etc.). How did you stay organized and make sure nothing was missed?

• A customer calls upset because a technician is running late. How would you handle the conversation?

• What interests you about working for a small, local business compared to a larger company?

Education:

• High school or equivalent (Preferred)

Experience:

• Office : 1 year (Required)

Work Location: In person