Administrative Assistant

Our company is seeking a dedicated individual to join our remote office team in a multifaceted role that supports both proposal coordination and project management assistance. As a vital part of our operations you will play a crucial role in ensuring the smooth flow of projects from initial proposal to completion. If you are detailoriented possess strong organizational skills and thrive in a fastpaced environment we invite you to apply for this position. Join our team and be a part of delivering exceptional service to our customers in the HVAC and plumbing industry.

JOB DESCRIPTION/ Roles and Responsibilities:

Proposal Coordination:

• Download and organize job documents.

• Assist in preparing estimates for new HVAC/plumbing projects.

• Log track and submit project proposals.

Project Management Assistance:

• Assist with ongoing project file organization.

• Place and track orders for HVAC/plumbing materials.

• Coordinate delivery followup.

• Provide invoicing/accounting assistance.

• Interface with customers regarding HVAC/plumbing projects.

Additional Duties (HVAC/Plumbing Office):

• Dispatching and scheduling HVAC/plumbing technicians.

• Processing paperwork including Material Sheets Extra Work Orders Time and Material Sheets Purchase Orders Service Tickets Proposals/Agreements Change Orders Supplements Work Authorizations Contracts etc.

• Working with the Accounting Department on HVAC/plumbing work authorizations contracts change orders and supplements.

• Followups as required for HVAC/plumbing projects.

REQUIREMENTS AND QUALIFICATIONS:

• Detailoriented with strong organizational time management and planning skills.

• Dependable and punctual.

• Professional selfmotivated and teamoriented.

• Excellent customer service and communication skills.

• A good learner active listener and accepts constructive feedback.

• Excellent knowledge of Microsoft Word and Excel.

• Knowledge of CRM system a plus.

• Some college credits a plus with good math skills.

• Impeccable customer service skills.

This role in our HVAC/plumbing office demands someone who can efficiently handle administrative tasks while supporting the needs of both internal staff and external customers involved in HVAC and plumbing projects.

Remote Work :

No