Administrative Assistant

About the Role:

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative support. This position is responsible for managing a variety of clerical and organizational tasks that facilitate effective communication and workflow within the team. The ideal candidate will coordinate schedules, handle multi-line phone systems, and manage records with precision to support project management and general office functions. Additionally, the role involves processing invoices and assisting with travel arrangements, contributing to the overall operational success of the organization. By maintaining calendars and responding appropriately to instructions, the Administrative Assistant helps create a structured and productive work environment.

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• 2 years+ proven experience in an administrative or clerical role, preferably within a technical or facilities management environment (HVAC is a plus)
• Proficiency in calendar management and multi-line phone systems.
• Basic knowledge of invoice processing and records management.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.

Preferred Qualifications:

• Experience working with HVAC systems or within the HVAC industry.
• Familiarity with project management software and tools.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Prior experience coordinating travel arrangements for business purposes.
• Excellent communication skills, both written and verbal.

Responsibilities:

• Manage and maintain calendars for multiple team members, scheduling meetings and appointments efficiently.
• Operate multi-line phone systems to handle incoming calls, direct inquiries, and take messages accurately.
• Process invoices and assist with financial documentation to support project management and accounting functions.
• Coordinate travel arrangements including booking flights, accommodations, and transportation for staff as needed.
• Perform general clerical duties such as filing, records management, and maintaining organized office supplies.
• Respond promptly and appropriately to instructions from supervisors and team members to ensure tasks are completed on time.
• Support HVAC systems-related administrative tasks by coordinating with technical teams and managing related documentation.
• Assist in project management activities by tracking deadlines, preparing reports, and facilitating communication among stakeholders.

Skills:

The required skills are utilized daily to ensure the office operates efficiently and effectively. HVAC systems knowledge allows the assistant to liaise accurately with technical teams and manage related documentation. Responding appropriately to instructions ensures that tasks are prioritized and completed according to organizational needs. Processing invoices and managing records support financial accuracy and compliance, while calendar management and travel arrangements facilitate smooth scheduling and logistics. General administrative and clerical skills underpin all activities, enabling the assistant to maintain order, support project management, and contribute to a productive work environment.

Benefits:

• PTO Per Company Policy
• 6 paid holidays
• 401(K) plan, including company match 
• Health, Dental, Vision,STD Life Insurance
• 125 Plan

Equal Opportunity Employer

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, sex, sexual orientation, gender identity, national origin, veteran or disability.