Office Administrator and Reception

Big Horn Heating & Cooling•Worland, WY

6d•Onsite

About The Position

The Office Administrator for an HVAC company is responsible for managing daily office operations, coordinating service schedules, supporting technicians, and ensuring excellent customer service. This role acts as the central hub between customers, field technicians, and management to keep operations running smoothly.

Requirements

High school diploma or equivalent
2+ years of administrative or office experience
Strong communication and organizational skills
Ability to multitask in a fast-paced environment
Proficiency in Microsoft Office (Word, Excel, Outlook)

Nice To Haves

Experience in HVAC, construction, or service industry
Familiarity with dispatching or CRM software (e.g., ServiceTitan, Housecall Pro)
Basic knowledge of HVAC terminology and services

Responsibilities

Serve as the first point of contact for customers, vendors, and visitors.
Greet guests and ensure a professional, welcoming office environment.
Answer and direct incoming phone calls promptly and courteously.
Respond to emails and general inquiries or route them to the appropriate team member.
Receive and distribute mail, deliveries, and packages.
Maintain a clean, organized, and professional reception and office area.
Manage office calendars, meeting rooms, and appointments as needed.
Manage daily office operations and maintain organized digital and physical records.
Prepare invoices, estimates, service agreements, and other business documents.
Maintain filing systems and ensure accurate documentation.
Assist management with reports, correspondence, and special projects.
Order and maintain office supplies.
Provide exceptional customer service by phone, email, and in person.
Address customer questions and concerns professionally and promptly.
Follow up with customers to ensure satisfaction after service visits.
Maintain strong customer relationships through clear and timely communication.
Process invoices, payments, and basic bookkeeping tasks.
Enter customer information, job details, and service records into CRM or dispatch software.
Track maintenance agreements and service history.
Assist with accounts receivable and payment collections as assigned.
Assist with tracking parts, equipment, office supplies, and inventory levels.
Coordinate with vendors and suppliers regarding orders and deliveries.
Support technicians with job documentation, permits, purchase orders, and work orders.
Maintain accurate records of inventory and equipment.