Office Assistant (Part-time)

Superior Hvac • Jamaica, NY

391d • $33,280 - $37,440

About The Position

We are seeking a part-time Office Assistant to support our rapidly growing HVAC company. The role involves various administrative tasks, including managing emails, payroll, proposals, and client communications, while ensuring the office remains organized and efficient.

Requirements

• 1 year of office experience (preferred).
• Ability to answer phones when required.
• Familiarity with QuickBooks, Microsoft Word, and Excel is a plus.
• Strong organizational skills and attention to detail.
• Good interpersonal skills and ability to handle multiple tasks effectively.
• Ability to maintain confidentiality on a wide range of issues.
• Good verbal and writing skills.

Nice To Haves

• Associate's Degree (not mandatory).
• Friendly disposition and strong communication skills.

Responsibilities

• Check daily emails and mails, taking necessary actions and following up until resolved.
• Perform weekly payroll processing.
• Price out equipment for bid jobs and prepare proposals.
• Follow up on awarded jobs, completing tasks such as submittals, shop drawings, equipment ordering, air balancing, sign-off documents, and billing.
• Send and update insurance documents for clients, including completing premium audits.
• File and scan documents as needed.
• Schedule service calls and meetings, coordinating with technicians for proposals and parts ordering.
• Set reminders in Google Keep and maintain an updated Google Calendar with scheduled meetings and service calls.
• Update Google Drive with company and project files.
• Answer phone calls and handle billing and payment collections.
• Manage multiple company files effectively and accurately.
• Complete all tasks and submit them to the office manager.
• Keep the office clean and organized.

Benefits

• Flexible part-time schedule.
• Competitive hourly wage of $16 - $18 based on skills and experience.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Industry: Specialty Trade Contractors
• Education Level: Associate degree