Part-time Office Assistant

Job Overview

Client is seeking a motivated and organized Office Assistant to support the daily operations of our HVAC business. This position is critical to delivering exceptional customer experience and ensuring seamless coordination between our office, general contractors, and sub-contractor teams. The ideal candidate thrives in a fast-paced / changing environment, works independently, communicates professionally, embraces continuous improvement, develops strong working relationships and is ready to grow as a member of a quickly growing team.

Responsibilities

Front Desk & General Office Management

• Manage front desk operations, including greeting visitors, answering phone calls, and directing inquiries to the appropriate team members.
• Maintain and organize files, documents, and records (Paper and Electronic).
• Handle incoming and outgoing calls and emails with professionalism and excellent etiquette.
• Assist with office management by coordinating appointments for the owner, scheduling team meetings, and taking meeting notes.

HVAC Job Tracking

• Accurately collect and document incoming Customer / General Contractor questions, information, service needs, and/or job details and direct to the correct team member.
• Respond promptly to incoming inquiries, follow up on open requests, and address questions and concerns with professionalism.
• Track contracts, proposals, work orders, change orders, invoices, and payments.
• Create, Process & Track proposals to General Contractors based on information you collect from other team members.
• Create, Process & Track Contracts for Subcontractors.
• Track job progress to ensure invoicing matches actual work completed.
• Assist with vendor coordination and supply ordering to support field operations.
• Partner with other team members to track / reconcile subcontractor job progress to ensure accuracy of billing (including dates, specific work completed, job locations).

Electronic Documentation Management

• Create, organize, and maintain electronic files and records using Microsoft Office Suite (Word, Excel, PowerPoint).
• Manage and organize project and operational documents in the office’s paper filing system and in Google Drive, ensuring version control and accessibility.
• Learn and utilize Procore Software for project documentation, including uploading submittals, invoices, and other project correspondence. (This also applies to any other Construction software specified by our General Contractor clients.)
• Ensure accurate and timely documentation of service records, invoices, and job files.
• Support accounts payable and receivable functions, including invoice processing and reconciliation.
• Organize bills and receipts for handoff to our contracted bookkeeping team.

Skills

• Strong interpersonal skills, with the ability to develop and manage positive relationships with a wide variety of personalities.
• Strong organizational skills with the ability to multitask and prioritize workload effectively.
• Ability to reprioritize work plans when new and/or time-sensitive needs arise.
• Excellent communication skills, both verbal and written.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Drive, and Procore (It is OK to lean Procore “on the Job”).
• Familiarity with HVAC terminology, equipment, and industry practices (or willingness to learn).
• Experience with or ability to quickly learn new software and/or office processes.
• Ability to work independently with minimal supervision.
• Significant attention to detail and high accuracy in completing tasks.
• Willingness to assist others, when the need arises - even if the task is not specifically within their job description.
• Willingness to develop and/or adopt new processes to elevate office efficiency.
• Willingness to learn new software tools to support and improve office operations.

Experience

• Strongly Preferred: Office Management / Administrative Assistant: Minimum 2 - 5 years of experience in an office management or administrative support role.
• Previous experience in a small construction / trade-related business is strongly desired (e.g. HVAC, Plumbing, Electrical, etc).
• Other Experience: Applicants who have held a Customer Service Role (Minimum 2-5 years)

Location

Location: Position is based at our office in Cincinnati, OH and is not eligible for remote work.

Job Type & Pay

• Pay: $20 - $22 per hour
• Schedule: Starting at 20 – 30 hours per week with the potential to become Full Time
• Supplemental Pay: Opportunity for Year-End Bonus for Strong Performance

We are looking for a highly motivated individual who can contribute to the smooth operation of our office.