We are seeking an experienced and highly organized Administrative Assistant to join our team in Paramus, NJ. This role supports our residential HVAC operations by coordinating projects, managing technician schedules, overseeing inventory, and handling administrative tasks including QuickBooks entries.
The ideal candidate will have a mechanical background, thrive in a fast-paced environment, and bring strong attention to detail.
Key Responsibilities:
- Coordinate technician schedules and dispatch them to various residential HVAC projects
- Manage job routing and project timelines
- Maintain and organize inventory for tools, equipment, and supplies
- Perform administrative duties including invoicing and data entry using QuickBooks
- Utilize Service Fusion for scheduling, job tracking, and customer communication
- Collaborate closely with a small, dynamic office team (3-person team)
- Communicate with subcontractors and support a team of 3+ field technicians
- Support both short-term and long-term project planning
Required Qualifications:
- Minimum 5 years of administrative experience, preferably within the HVAC or mechanical industry
- Strong mechanical aptitude and understanding of HVAC operations
- Proficient in Service Fusion and QuickBooks
- Exceptional organizational, multitasking, and communication skills
- Self-starter with the ability to work independently and collaboratively
Location: Paramus, NJ 07652
Pay: $25-$30/hour
Schedule: Monday to Friday, 8:00 AM - 4:00 PM
Contract: 9 months with potential for permanent hire