Administrative Assistant – Commercial HVAC
About The Position
You’re an experienced administrative assistant who takes pride in keeping operations organized and running smoothly. You want consistent hours, long-term stability, and a company that values your work and has your back. Advanced Refrigeration, Heating & Air is expanding in Grand Junction, CO, and we’re hiring an experienced Administrative Assistant to support our local commercial HVAC service operation. No relocation required—just a solid opportunity to grow your career right here at home. As the administrative backbone of our Grand Junction service operation, you’ll support technicians, customers, and management with a wide range of office and service coordination duties
Requirements
- 2–4+ years of administrative assistant experience, preferably in commercial HVAC, construction, or a mechanical trade
- Proficiency with Microsoft Office and QuickBooks
- Highly organized, self-motivated, and able to work independently
Nice To Haves
- Experience with Paylocity and/or NetSuite is helpful but not required
- Previous bookkeeping and/or dispatching experience is a plus
Responsibilities
- Answering phone calls, emails, and texts; assisting with customer relations
- Taking messages and routing information to the appropriate team members
- Entering service calls into PO lists and the dispatching software
- Assigning and dispatching technicians to service jobs
- Preparing and distributing job paperwork for technicians
- Tracking technician availability, call-outs, and scheduled appointments
- Processing weekly payroll support, including spreadsheets and timecard submission to corporate
- Maintaining preventive maintenance (PM) account records and uploading invoices
- Entering PMs into PO lists and dispatching software
- Scheduling with customers based on PM frequency
- Maintaining PM filter lists, including:
- Ordering filters for upcoming months
- Gathering and labeling filters prior to scheduled jobs
- Invoicing completed jobs in QuickBooks and sending invoices to customers
Benefits
- Competitive hourly pay $22.00- $27.00 an hour based on experience – Paid weekly
- Company-paid medical insurance – 100% covered for you, with affordable family options
- 401(k) with industry-leading company match
- Up to 20 days PTO + paid holidays (based on experience)
- Additional benefits including life insurance, disability, dental, and vision plans
- Local stability and long-term opportunity with a growing, well-established commercial HVAC company
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
