Administrative Assistant

Sloan Mechanical Services is seeking a detail-oriented and dependable Administrative Assistant to support our growing operations. This position plays a key role in ensuring the day-to-day functions of the business run smoothly across dispatching, administrative support, accounting, and sales. The ideal candidate is organized, adaptable, and comfortable working in a fast-paced environment with a flexible structure.

Operations & Dispatch Support:

Assist in scheduling and dispatching service technicians

Coordinate appointments and communicate schedule changes with internal teams and customers

Maintain accurate service records and job tracking documentation

Administrative & Clerical Support:

Perform data entry and document management

Prepare reports, internal communications, and maintain administrative files

Support daily office functions and ensure workflow continuity

Accounts Payable & Finance Support:

Assist in processing vendor invoices and accounts payable

Reconcile receipts and maintain vendor documentation

Support light bookkeeping and financial tracking tasks

Generate proposals and customer-facing sales documents using provided templates

Maintain sales records and help prepare materials for client meetings

Coordinate with sales team for timely follow-ups and documentation

High school diploma or equivalent required

1-3 years of administrative experience a plus, but entry-level candidates with strong organizational skills will be considered

Proficiency with Microsoft Office Suite and cloud-based tools (e.g., Quick Books, etc.)

Excellent written and verbal communication skills

Strong time-management and multitasking abilities

Ability to work independently with minimal supervision

Must be based in or near Pittsburgh, PA

Flexible schedule; open to part-time and full-time candidates

Remote work with occasional in-person availability required

Supportive and collaborative company culture

Growth opportunities within a fast-scaling service organization

Paid training and development support

Potential for future full-time advancement with benefits

Sloan Mechanical is a Pittsburgh-based HVAC service provider redefining reliability for commercial and industrial clients. Built on family values, transparency, and a “do what you say” mentality, our team takes pride in delivering service that exceeds expectations—and we bring that same level of commitment to how we support our employees.