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 detail-oriented, possess strong organizational skills, and thrive in a fast-paced 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 follow-up.
• 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.
• Follow-ups as required for HVAC/plumbing projects.

REQUIREMENTS AND QUALIFICATIONS:

• Detail-oriented with strong organizational, time management, and planning skills.
• Dependable and punctual.
• Professional, self-motivated, and team-oriented.
• 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.