Administrative Assistant

Northern Air Mechanical Services•Fort Collins, CO

6d•Onsite

About The Position

Northern Air is an established and growing HVAC business seeking a reliable, organized, and proactive Administrative Assistant team member. The successful candidate will play a crucial role in supporting the day-to-day administrative functions of our HVAC (Heating, Ventilation, and Air Conditioning) department. This position requires strong organizational skills, effective communication, and the ability to multitask in a fast-paced environment. This position is open to be part or full time, depending on the needs of the chosen candidate and the organization.

Requirements

High school diploma or equivalent
HVAC-related experience
Proficient in the Microsoft Office suite of products
Excellent organizational and time management skills
Strong communication skills, both written and verbal.
Ability to work collaboratively with the office and field teams, along with working independently.

Nice To Haves

Experience with ServiceTitan
Previous experience with Northern Air

Responsibilities

Assist with general office duties, including answering phones, responding to emails, and managing appointments.
Maintain organized and up-to-date filing systems for documents related to HVAC projects, contracts, and client information.
Prepare and process paperwork, including invoices, purchase orders, and other relevant documents.
Provide excellent customer service by addressing client inquiries, scheduling appointments, and maintaining positive relationships with customers.
Assist in preparing and sending quotes, proposals, and service agreements to clients.
Help maintain a clean, safe, and efficient warehouse environment.
Coordinate and schedule HVAC technicians for service calls, installations, and maintenance appointments.
Collaborate with other departments to ensure seamless communication and workflow.
Enter and update information in the company database, including client details, work orders, and project status.