Receptionist

AirReps•New York, NY

2d•$20 - $21•Onsite

About The Position

Arista Air Conditioning, the premier HVAC service provider in the New York metropolitan area, is seeking a warm, professional, and highly organized Customer Service Representative / Receptionist to join our team. This role is the voice of Arista for many of our customers and plays a vital part in ensuring a seamless, positive experience from the moment a customer contacts us. This individual will answer incoming calls, create service requests, support scheduling, and assist with daily administrative tasks. We are looking for someone who brings a customer-first mindset, kindness, professionalism, and a strong desire to support both customers and coworkers.

Requirements

Good communication skills.
Must have a positive attitude with the ability to remain flexible and patient
Excellent organizational and multitasking skills
Excellent administrative skills
Ability to understand and follow written and oral instructions
Ability to complete projects in a timely manner
Applies advanced skills in customer relations
Bilingual proficiency in Spanish or Vietnamese required
Up to two years preferably in a customer service role
Previous customer service or receptionist experience (HVAC or trades industry a strong plus)
Excellent phone etiquette and communication skills
Ability to multitask effectively in a high-volume, fast-paced environment
Strong attention to detail and accuracy in data entry
Proficient with Microsoft Office and general computer applications
Reliable, punctual, and eager to support the team
Must be able to perform essential responsibilities with or without reasonable accommodations

Nice To Haves

Experience with ERP or dispatching software preferred; training available

Responsibilities

Becomes the guest/visitor liaison as they enter the building, greeting all guests/visitors, offers beverage (coffee, bottled water) and if needed – offers coat check, umbrella bags, luggage storage, and assistance in business center and accommodates guest/visitor until Arista/Daikin contact arrives.
Coordinates with security to have visitor badges prepared, assist with logging ID information
Assists with contacting Arista/Daikin employee their appointment/visitor has arrived
Maintains the neatness of the lobby area
Maintains the neatness of the two guest conference rooms and keeps meeting kits stocked with appropriate supplies
Maintains the neatness of cold/hot beverage station and stocked with appropriate supplies
Answers phone calls from external/internal customers
Answer and route incoming customer requests (calls, emails and third party platforms) in a friendly, timely, and professional manner
Gather detailed information regarding HVAC service needs and enter accurate service requests into Arista’s ERP/dispatch system
Provide warm, helpful customer service and address basic inquiries related to maintenance, service, installations, and billing
Identify urgent HVAC situations (e.g., no heat, leaks) and escalate appropriately
Maintain and update customer accounts, service history, and internal documentation
Coordinate with the service and dispatch teams to schedule customer appointments
Follow up with customers regarding scheduling updates, confirmations, and service status
Support general office administrative duties including filing, data entry, and email correspondence
Assist other departments when needed to ensure smooth office operations
Represent Daikin/Arista’s values of professionalism, care, and exceptional service in every interaction
Is knowledgeable about facility and conference room location to assist with directions
Perform additional projects/duties to support ongoing business needs