Office Administrator
Position Summary We are seeking a highly organized, detail‑oriented HVAC Office Administrator & Dispatcher to handle the day‑to‑day operations of our front office. This role is responsible for accounts receivable, accounts payable, scheduling and dispatching technicians, payroll support, filing and recordkeeping, and maintaining our website, social media, and online review platforms. You will be the hub between customers, technicians, and ownership, helping keep the schedule full, the books accurate, and our online presence strong. Key Responsibilities Scheduling & Dispatching Answer incoming customer calls, emails, and web leads; gather job details and create service/work orders in our system. Schedule and dispatch HVAC technicians for service, maintenance, and install jobs, matching the right tech to the right job based on skills, location, and urgency. Monitor the dispatch board throughout the day, adjust schedules for emergencies, cancellations, and same‑day opportunities. Provide clear job details, notes, and updates to technicians; relay ETAs and updates to customers as needed. Track job progress, ensure completed jobs are properly documented, and follow up on outstanding work orders. Administrative & Accounting Support Handle accounts receivable: Create and send invoices. Take payments over the phone or via online portals. Track past‑due balances and assist with basic collections/follow‑up. Handle accounts payable: Enter vendor bills. Match invoices with purchase orders/receipts. Prepare payables for owner approval and payment. Assist with payroll by gathering and verifying timesheets/clock‑ins, technician job hours, and reimbursements, and providing accurate data to the owner or payroll service. Maintain organized filing and recordkeeping (digital and/or paper) for work orders, invoices, customer records, permits, and vendor documents to support compliance and easy retrieval. Customer Service Serve as a professional, friendly first point of contact for all customer inquiries, complaints, and follow‑ups. Confirm appointments, send reminders, and follow up after service visits to ensure high customer satisfaction. Assist with explaining basic services, maintenance agreements, and process questions (no technical sales required—just clear communication). Website, Social Media & Reviews Help maintain our website content (service areas, specials, contact info, forms) by coordinating updates with our web provider or making simple edits via CMS when needed. Manage social media posts (e.g., Facebook, Instagram, or others): share promotions, seasonal tips, before/after projects, and company news per owner direction. Monitor and respond to online reviews (Google, Facebook, other review partners) in a professional, brand‑appropriate tone; request reviews from satisfied customers when appropriate. Track basic online metrics (e.g., review counts, average rating, engagement on posts) and report trends to the owner.
