Office Operations Specialist

Office Operations Specialist

About the Role

This is a hands-on, versatile position that requires flexibility, initiative, and a team-first attitude. We are looking for someone who is willing to jump in wherever needed, take ownership of tasks, and help keep our busy HVAC office running smoothly. Responsibilities may vary from day to day, and the ideal candidate will be comfortable handling a wide range of assignments and adapting to the changing priorities of the business.

What You’ll Do – Office Operations Specialist

Victor Air Conditioning is seeking a highly organized, dependable, and motivated Office Operations Specialist to join our growing team.

This is a fast-paced, hands-on position that plays an essential role in keeping our daily office and field operations running smoothly. We are looking for someone who is resourceful, takes initiative, demonstrates strong problem-solving skills, and is willing to step in wherever needed.

The ideal candidate is a self-starter who takes ownership of responsibilities, works well under pressure, and can confidently manage multiple priorities with minimal supervision.

What You'll Do

• Serve as the first point of contact for customers, visitors, and team members, providing friendly, professional, and responsive service.
• Answer incoming phone calls, respond to emails and messages, and assist with customer inquiries and concerns.
• Schedule service calls, maintenance appointments, and installations while efficiently coordinating technician availability.
• Dispatch technicians, manage daily service schedules, and communicate updates and changes to customers and field staff.
• Coordinate daily field operations to ensure technicians have the information, materials, and support needed to complete their jobs efficiently.
• Monitor scheduling and dispatching activities, anticipate potential conflicts, and proactively resolve issues.
• Perform data entry, filing, recordkeeping, and document preparation with accuracy and attention to detail.
• Collect and process customer payments, invoices, and related paperwork.
• Maintain office inventory, order supplies, and ensure an organized and efficient workspace.
• Prepare correspondence, reports, estimates, and other business documents as needed.
• Coordinate the pickup and delivery of equipment, supplies, materials, and paperwork when necessary.
• Assist with promoting and offering maintenance programs to customers.
• Maintain accurate customer records and update information in company software systems.
• Follow up with customers regarding appointments, service needs, estimates, and outstanding matters.
• Provide administrative and operational support to management and other team members as needed.
• Identify opportunities to improve office processes, communication, scheduling, and overall efficiency.
• Anticipate office and staff needs, take initiative, and help ensure smooth daily operations.
• Take ownership of assigned responsibilities, follow through on outstanding tasks, and ensure matters are addressed in a timely manner.
• Perform additional administrative, operational, and general office duties as assigned by management to support the changing needs of the business.

What We're Looking For

• Minimum 3 years of administrative or office operations experience required, preferably in a fast-paced service-oriented business.
• Experience with scheduling, dispatching, or coordinating field service technicians strongly preferred.
• Strong organizational, time management, and multitasking skills, with the ability to prioritize competing demands.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, computer systems, and data entry.
• Strong attention to detail, accuracy, and follow-through.
• Ability to work independently, exercise sound judgment, and solve problems proactively.
• Demonstrated initiative, accountability, and a willingness to take ownership of responsibilities.
• Professional, positive attitude with a strong commitment to customer service.
• Ability to remain calm, organized, and effective in a busy, fast-paced environment.
• Dependable, punctual, adaptable, and willing to assist wherever needed.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong teamwork skills with the confidence to communicate effectively with office personnel, field technicians, and management.
• Spanish proficiency required.

Preferred Qualifications

• Previous experience in the HVAC, plumbing, electrical, or other home service industry.
• Experience using scheduling, dispatching, or field service management software.
• Previous experience coordinating office operations, improving processes, or taking on leadership responsibilities.

Physical Requirements

• Ability to sit, stand, walk, talk, hear, and perform repetitive office-related motions.
• Ability to lift or carry up to 10 pounds occasionally.
• Visual acuity sufficient for computer use, document review, and data entry.
• Ability to perform the essential functions of the position, with or without reasonable accommodation.

Education

• High school diploma or equivalent required.
• Additional administrative training, certifications, or relevant education a plus.

Why Join Us?

• Supportive, professional, and team-oriented work environment.
• Opportunity to play an important role in the daily operations of a growing company.
• Varied responsibilities that keep each day engaging.
• Opportunity for professional growth and increased responsibilities based on performance and company needs.
• A company committed to quality workmanship, customer satisfaction, and teamwork.

Position Details

Job Type: Full-time

Work Location: In person – Valrico, FL

Benefits:

• SIMPLE IRA retirement plan – 3% match
• Paid time off

Experience:

• Administrative or office operations: 3 years (Required)
• Scheduling or dispatching experience (Preferred)

Language:

• Spanish (Required)

Apply Today!

If you're an organized, dependable, and proactive professional who enjoys staying busy, solving problems, and making a difference in daily operations, we'd love to hear from you.

Join Victor Air Conditioning and become an important part of a team that values initiative, accountability, professionalism, and exceptional customer service.

Pay: $19.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Paid time off
• Retirement plan

Work Location: In person