Overview
We are seeking a detail-oriented and organized Administrative Assistant to join our team. This role is vital in supporting daily office operations, ensuring smooth communication, and maintaining efficient administrative processes. The ideal candidate will have strong computer skills, excellent organizational abilities, and experience in clerical and customer service functions. Prior experience with answering phones, QuickBooks, and Microsoft Office Suite is highly desirable. This position offers an opportunity to work in a professional environment where attention to detail and multitasking are essential. This role is starting as part-time employment with the opportunity to become full-time if required.
Duties
- Manage front desk responsibilities including greeting visitors and answering incoming phone calls on first ring with professionalism and courtesy
- Perform data entry tasks accurately using Microsoft Office, Excel, and other relevant software
- Maintain organized filing systems both digitally and physically, ensuring easy retrieval of documents
- Handle service and sales scheduling, appointment setting, and calendar management for staff or customers
- Support bookkeeping activities using QuickBooks or similar accounting software - some accounts receivable duties
- Must be able to make outgoing calls to customers in regards to outstanding invoices
- Assist with customer support inquiries via phone, email, or in person, providing excellent phone etiquette and customer service
- Proofread documents for accuracy and clarity before distribution
- Support office operations by performing clerical tasks such as filing, photocopying, and faxing
- Coordinate with team members to ensure efficient workflow and communication across departments
Experience
- Proven clerical or administrative experience in an office setting is required; experience in HVAC industry is a plus
- Familiarity with QuickBooks, Microsoft Office (Word, Excel, Outlook), Google Workspace (Docs, Sheets), and phone systems
- Strong computer skills including data entry, proofreading, and document management
- Excellent organizational skills with the ability to prioritize tasks effectively
- Experience in customer service roles demonstrating professionalism and effective communication skills
- Knowledge of front desk operations, phone etiquette, filing systems, and basic bookkeeping practices is preferred
- Experience working with accounts receivable
Pay: From $24.00 per hour
Work Location: In person
