Administrative Assistant

Job Summary

We are seeking a dependable and highly organized Administrative Assistant for a temp-to-hire opportunity with a well-established commercial HVAC and refrigeration service company in Hayward, CA. This role is ideal for someone who enjoys customer service, scheduling, dispatch coordination, invoicing, and keeping a busy service office running smoothly.

This is a small, close-knit office environment where communication, adaptability, teamwork, and accountability are highly valued. The company offers a supportive culture, experienced leadership, and a team-oriented atmosphere where employees are trusted, appreciated, and encouraged to contribute. If you are looking for more than a routine administrative position and want to become an important part of a service-focused team, this could be an excellent fit.

The Administrative Assistant will support customers, technicians, vendors, and internal staff while helping coordinate daily service operations. The right candidate will be personable, detail-oriented, calm under pressure, and comfortable adapting to changing priorities throughout the day.

• Answer, screen, and direct incoming phone calls professionally while providing excellent customer service.
• Schedule and confirm service appointments, communicate updates, and assist with technician dispatch coordination.
• Perform accurate invoicing, data entry, and customer record maintenance using Quick Books.
• Assist technicians with paperwork, service forms, billing details, and required documentation.
• Support daily office operations, including administrative tasks, filing, follow-up, and general office coordination.
• Help maintain a professional, organized, and team-focused office environment in a fast-moving service setting.

• Compensation: $58,240 to $62,400 per year.
• Job Type: Temp-to-Hire.
• Location:
  
  Hayward, CA.

For temporary assignments lasting 13 weeks or longer, Apple One is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

• Coordinate service scheduling, customer communication, and dispatch support for field technicians.
• Manage invoicing, data entry, customer records, and administrative documentation.
• Provide daily office support in a busy commercial HVAC and refrigeration service environment.
• Communicate professionally with customers, technicians, vendors, management, and office staff.
• 3 to 5 years of administrative, clerical, customer service, dispatch, or office support experience.
• Strong customer service skills with the ability to communicate with empathy, patience, and professionalism.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to multitask, prioritize, and stay calm when service needs or schedules change.
• Proficiency with Microsoft Office and basic knowledge of Microsoft Excel.
• Good computer, keyboarding, verbal communication, and written communication skills.
• Ability to learn quickly, retain new information, and take initiative.
• Dependable, responsible, honest, and accountable with a strong work ethic.
• Team-oriented personality with the flexibility to support coworkers wherever needed.
• Comfortable working in a small office environment and adapting to different personalities and communication styles.

• Quick Books experience is preferred.
• Previous experience in HVAC, refrigeration, plumbing, construction, field service, dispatch, or a similar service-based environment is a plus.
• Experience assisting technicians, coordinating service paperwork, or supporting field operations is helpful.

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