Office Administrator

This is afull-time, in-office position at our Gypsum location.

The Office Administrator works directly with the owners and technicians and communicates regularly with customers, vendors, suppliers, inspectors, and other contractors.

This is more than a receptionist position. We are looking for someone who can help manage the flow of information through the company, keep track of outstanding items, and make sure things don’t fall through the cracks.

The ideal candidate is organized, dependable, comfortable juggling multiple priorities, and capable of taking ownership of their responsibilities without needing constant supervision.

Responsibilities will include:

• Answering and managing incoming phone calls, emails, and customer inquiries
• Providing professional and friendly customer service
  Scheduling and coordinating service calls, installations, and technician schedules
• Communicating with customers regarding appointments, scheduling, estimates, and job status
• Creating and maintaining customer and job information in Jobber
• Preparing and sending estimates, invoices, and customer communications
• Following up on outstanding estimates, invoices, and payments
• Processing and recording customer payments
• Assisting with basic bookkeeping and administrative accounting tasks
• Coordinating with vendors and suppliers regarding materials, orders, invoices, and paperwork
• Maintaining organized electronic and physical records
• Assisting with permits, inspections, equipment registrations, warranties, and project documentation
• Tracking jobs and outstanding administrative items through completion
• Helping coordinate communication between the office and field technicians
• Assisting the owners and technicians with day-to-day administrative needs
• Recognizing items that need attention and following through

As a small company, responsibilities may change from day to day. We are looking for someone who is comfortable jumping in where needed and helping keep the overall operation organized.

Strong computer skills are important for this position.

• Jobberor similar field-service/customer-management software
• Microsoft 365 / Microsoft Office
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Cloud-based file storage and document management
• Quick Books Online or similar accounting software is a plus

Applicants should be comfortable working between multiple programs throughout the day and learning new software when necessary. Strong Excel, email, data-entry, document-management, and general computer skills are highly valued.

The right person for this position will be:

• Dependable and punctual
• Highly organized and detail-oriented
• Professional and friendly with customers
• A strong communicator, both verbally and in writing
• Comfortable working independently
• Able to prioritize multiple tasks and handle interruptions
  
  Strong with computers and administrative software
• Accurate with data entry and record keeping
• Comfortable communicating with technicians, vendors, suppliers, inspectors, and customers
• Able to follow established processes and procedures
• Able to recognize when something needs attention and take action
• Someone who takes ownership of their responsibilities and follows tasks through to completion
• Willing to learn about the HVAC and mechanical industry
• Interested in becoming a long-term part of a growing local company

Previous experience in
office administration, scheduling, dispatching, customer service, bookkeeping, construction, HVAC, plumbing, or another skilled-trade business
is preferred.

Compensation will be based on relevant experience, including office…