Office Assistant / Dispatcher

Local Heating & Air Conditioning Company / Office & Dispatch

Job Duties:

1. Administrative Support:

1. Greet visitors, answer phone calls, and direct inquiries to the appropriate department or personnel.
2. Maintain and organize files, records, and documents, both in physical and electronic formats.
3. Assist in preparing and distributing correspondence, memos, reports, and other documents as needed.
4. Schedule appointments, meetings, and coordinate calendars for staff members.

1. Enter data accurately into computer systems or databases.
2. Maintain and update customer and vendor information in the company's database.
3. Prepare and process invoices, purchase orders, work orders, and other relevant. documents.
4. Track and record inventory levels of office supplies and initiate reordering when necessary.

1. Respond to customer inquiries, requests, and complaints promptly and professionally.
2. Communicate with internal teams and external stakeholders to gather or provide information.
3. Assist in preparing proposals, contracts, and service agreements for customers.
4. Coordinate with technicians and other staff to ensure timely completion of work orders.

1. Dispatch job orders to techs.
2. Maintain the cleanliness and organization of the office environment.
3. Coordinate office equipment maintenance and repair, such as printers and copiers.
4. Assist in organizing and planning company events, meetings, and training sessions.
5. Support other departments as needed, including providing backup for administrative tasks.

Applicant Requirements:

• Must have a clean background.
• Pass a drug screen.