Administrative & Operations Support Specialist
We are seeking a detail oriented and dynamic Administrative & Operations Support Specialist to join the team. This role is perfect for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and is committed to delivering excellent customer service while keeping operations running smoothly.
Key Responsibilities
• Administrative Support
o Manage daily scheduling and coordinate with dispatch for service technicians o Manage calendar and email correspondence
o Coordinate appointments, follow-ups, and confirmations.
Send text reminders to clients for appointments etc.
o Maintain accurate records and ensure smooth communication between teams
• Customer Service
o Serve as a friendly, professional point of contact for customers via phone, email, and chat
o Handle inquiries, resolve issues, and provide timely updates to clients
• Accounting Support
o Assist with Accounts Receivable – invoice generation, payment posting, and follow-up on outstanding balances
o Assist with Accounts Payable – processing vendor invoices and payments
o Support Collections activities in coordination with management
o If needed coordinate with CPA on daily work (bookkeeping if needed)
• Operational Support o Jump in to support various operational tasks during peak periods or special projects o Collaborate closely with leadership to identify process improvements and help fill operational gaps
• Proven experience in administration, customer service, and basic accounting tasks
•Worked in HVAC, Electrician, plumbing or other trade related industry (Preferred)
• Strong organizational skills and attention to detail
• Proficiency with scheduling systems, Microsoft Office, and/or QuickBooks (preferred)
• Excellent written and verbal communication skills in English
• Ability to work independently and manage time effectively in a remote setting
• Positive, team-oriented mindset with flexibility to adapt as needs change
Shift Schedule: Monday - Friday 8:00 a.m. - 6:00 p.m. CST
Be part of a growing, dynamic business that values your contributions
• Work remotely while collaborating with a supportive team
• Gain exposure to multiple aspects of business operations in the HVAC service industry
Average salary estimate
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