We are seeking a reliable, detail-oriented Administrative Assistant to support daily operations in our fast-paced air conditioning and heating service office. This role involves customer service, scheduling, dispatch support, data entry, and general administrative tasks to help ensure smooth office operations and excellent customer experience. Key Responsibilities: • Answer incoming calls, respond to customer inquiries, and route calls appropriately • Schedule and confirm service appointments and coordinate with HVAC technicians • Dispatch technicians and update schedules in real-time as needed • Prepare and process quotes as well as maintain service orders, customer records, and invoices • Create, update, and maintain customer records, work orders and invoices • Process payments, reconcile daily transactions, and assist with billing • Order office supplies and maintain organized filing systems • Assist with permit applications and follow up on inspections as needed • Maintain confidentiality and ensure accurate record keeping in compliance with company policies • Support management with various administrative tasks and special projects • Perform general office duties as assigned to support daily business operations Qualifications: • High school diploma or equivalent (Associate's degree preferred) • 2+ years of administrative or customer service experience (HVAC or construction industry preferred) • Proficient in Microsoft Office (Word, Excel, Outlook) and scheduling software (e.g., ServiceTitan, Housecall Pro, or similar) • Excellent communication and organizational skills • Excellent customer service and critical thinking skills • Ability to multitask, prioritize, and work independently • Friendly and professional demeanor with a strong customer service orientation Preferred Skills: • Familiarity with HVAC terminology and workflows • Experience handling service dispatch or technician coordination • Attention to detail and a positive, professional attitude • QuickBooks or HVAC scheduling software knowledge a plus