Administrative Assistant
About The Position
Keyes Refrigeration provides commercial and industrial refrigeration and HVAC solutions, partnering with clients from design and installation to maintenance and repair for projects across northern Indiana and west to central Michigan. We are seeking a highly organized Administrative Assistant to support daily office operations for a fast-paced HVAC/R service team. This role includes traditional administrative duties along with dispatch coordination for field technicians, managing service portals, and assisting with timekeeping activities. The ideal candidate is detail-oriented, communicates effectively, and thrives in a service-driven environment.
Requirements
- High school diploma or equivalent (Associate’s degree preferred)
- 1–3 years of administrative experience in HVAC, construction, field service, or similar industry preferred
- Dispatching or service scheduling experience strongly preferred
- Familiarity with HVAC/R terminology, service workflows, and urgency prioritization is a plus
- Experience with service management software (e.g., ServiceTitan, Housecall Pro, or similar) and web-based client portals
- Working knowledge of timekeeping/payroll support processes
- Proficiency in Microsoft Office (especially Excel and Outlook)
- Strong communication skills with the ability to coordinate between field and office teams
- Excellent multitasking, problem-solving, and organizational skills
- Ability to work under pressure and adapt to changing priorities
Responsibilities
- Provide general administrative support including answering phones, responding to emails, filing, and data entry
- Support primary dispatchers with scheduling and coordinating HVAC/R service calls, maintenance visits, and emergency dispatches
- Serve as a point of contact between customers, technicians, and internal teams to ensure timely service delivery
- Enter and maintain service requests, work orders, and job status updates in company systems and customer portals
- Manage and update vendor/client portals for work order entry, tracking, and documentation compliance
- Assist with timekeeping activities, including tracking technician hours, reviewing timesheets, and resolving discrepancies
- Verify job completion details, labor hours, and notes for accuracy before processing
- Support invoicing preparation by ensuring work orders and time entries are complete and accurate
- Maintain organized service records, maintenance agreements, and customer files
- Assist with parts ordering coordination and follow-up as needed
- Generate reports on service activity, technician productivity, and open work orders
- Perform other administrative tasks and support special projects as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
