Administrative Assistant

We are seeking a detail-oriented and highly organized Administrative Assistant/Office Administrator to support the daily operations of our HVAC company. The ideal candidate will have excellent communication skills, the ability to manage multiple priorities, and a proactive approach to keeping the office running smoothly. This role is essential in providing administrative support to management, technicians, and customers, ensuring efficient scheduling, documentation, and customer service.

Administrative & Office Management

• Basic Administrative duties to include mail handling, event planning & coordination, point of contact for office services.   
• Maintain organized filing systems for customer records, service agreements, invoices, and permits.
• Order and manage office supplies, forms, and equipment.
• Prepare and distribute internal memos, correspondence, and reports.

Customer Service

• Serve as the first point of contact for customers—handling inquiries, scheduling requests, and billing questions.
• Provide accurate information on services, warranties, and maintenance programs.

Support to Management

• Assist with preparation of reports, proposals, and contracts.
• Support hiring, onboarding, and training processes.
• Handle confidential information with discretion.
• Contribute to process improvements to increase efficiency.

• Previous administrative or office management experience (HVAC or construction industry preferred).
• Strong organizational and multitasking skills.
• Excellent communication and customer service abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and scheduling/dispatch software.
• Ability to work independently and as part of a team.

• Full-time, Monday–Friday (occasional weekends or after-hours may be required).
• Fast-paced office supporting technicians in the field.
• Opportunity for growth into office management or operations roles.

About Smart Care

Smart Care is a national repair and service provider for commercial foodservice, refrigeration, and cold storage equipment. Our offering of comprehensive mechanical services includes hot side cooking equipment, stand-alone refrigeration, specialty coffee and beverage, complex rack refrigeration and HVAC.

Smart Care is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected class status.  All qualified individuals are encouraged to apply. If you need a reasonable accommodation with respect to Smart Care’s application or hiring process due to a disability, please contact the Human Resources department at [email protected].