Office Administrator

$41,600 - $58,240/Yr

Jrv Heating & Cooling - Allen, TX

Full-time - Entry Level

Allen, TX

Specialty Trade Contractors

About the position

We are seeking a detail-oriented and organized Office Administrator to join our team at J.R.V. Heating and Cooling LLC. The Office Administrator will be responsible for overseeing daily office operations, providing administrative support, and ensuring efficient office functionality. This role is crucial in maintaining the smooth operation of our office and supporting our team in delivering excellent service to our clients. The Office Administrator will coordinate and schedule meetings, appointments, and service calls, ensuring that all necessary parties are informed and prepared. This position will also involve working closely with the dispatcher to manage office supplies inventory, placing orders as needed to maintain adequate stock levels. Additionally, the Office Administrator will collaborate with the Service Manager to delegate service calls to technicians, ensuring that all requests are handled promptly and efficiently. In this role, you will handle incoming calls, emails, and inquiries, providing excellent customer service and support. You will maintain office filing systems and databases, ensuring that all records are organized and easily accessible. The Office Administrator will also assist with event planning and coordination, contributing to the overall success of our office activities. Front desk operations will be part of your responsibilities, where you will greet visitors and assist them as needed. You will work with various software applications, including Vendor Access, Ecotrak, and Service Fusion, to manage payments, invoices, and scheduling service calls. This position requires a strong sense of urgency and attention to detail, as well as the ability to multitask and prioritize workload efficiently. The ideal candidate will have experience in clerical duties such as data entry, filing, and record keeping, along with proficiency in Microsoft Office Suite (Word, Excel, Outlook). Familiarity with general office operations and procedures is essential for success in this role.

Responsibilities

• Coordinate and schedule meetings, appointments, and service calls
• Work with the dispatcher on managing office supplies inventory and place orders as needed
• Collaborate with the Service Manager to delegate service calls to technicians
• Handle incoming calls, emails, and inquiries
• Maintain office filing systems and databases
• Assist with event planning and coordination
• Assist front desk operations and greet visitors
• Work with multiple software applications such as Vendor Access, Ecotrak, and Service Fusion
• Manage payments, invoices, and scheduling service calls with vendors

Requirements

• 1 year of experience with Microsoft Excel
• 3 years of experience with Microsoft Outlook
• 3 years of experience with Microsoft Office Suite
• Experience in medical office management is a plus
• Strong communication skills, both written and verbal
• Proficient in calendar management and scheduling
• Ability to multitask and prioritize workload efficiently
• Experience with clerical duties such as data entry, filing, and record keeping
• Strong attention to detail and sense of urgency

Nice-to-haves

• Knowledge of medical office management practices
• Ability to relocate to Allen, TX before starting work