Executive Administrative Assistant

Job Overview

We are seeking a highly organized and proactive Administrative Assistant to support daily operations for a growing HVAC service company. This role is essential in keeping office operations running smoothly while supporting customer communication, technicians, warranty processing, permits, and overall day\-to\-day coordination.

The ideal candidate Takes initiative on all fronts of business, is detail\-oriented, reliable, and comfortable handling both administrative tasks and occasional operational support.

Duties

• Provide executive administrative support to senior management, including managing calendars and scheduling meetings.
• Coordinate Service and installation Appointments, ensuring all logistics are handled efficiently.
• Maintain accurate records through data entry and filing systems.
• Assist with bookkeeping tasks using QuickBooks and manage financial documentation.
• Handle phone etiquette with professionalism while managing multi\-line phone systems.
• Organize and maintain customer records, service notes, and internal documentation Keep accurate and up\-to\-date records of jobs, warranties, operational items,Permits, Warranties \& Claims.
• Proofread and transcribe documents to ensure accuracy and clarity.
• Submit permit applications for HVAC installations when required
• Register equipment and products for manufacturer warranties, Process and track warranty and insurance claims
• Utilize DocuSign for document signing processes as needed.
• Customer Service \& Client Outreach
• Follow up on new leads requiring service
• Communicate with existing customers regarding questions, scheduling, or service updates
• Conduct outreach to existing clients and active leads
• Marketing Support (Plus),Assist with social media management, content creation, or basic marketing tasks when needed
• Order equipment, filters, and materials for daily jobs, Coordinate pickup and delivery of supplies to job sites and make deliveries when needed, Collaborate with field technicians to ensure job requirements are met

Requirements

• Proven experience in an administrative role, preferably as an Executive Assistant or Personal Assistant.
• Strong organizational skills with the ability to prioritize tasks effectively in a fast\-paced environment.
• Proficiency in Quickbooks, Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
• Experience with QuickBooks for bookkeeping purposes is preferred but not required.
• Excellent typing skills with attention to detail for data entry tasks.
• Strong proofreading abilities to ensure high\-quality documentation.
• Familiarity with calendar management tools such as google Calendar.
• Ability to handle clerical duties including filing, transcription, and front desk responsibilities.
• Exceptional communication skills with a focus on phone etiquette and customer service.
• Previous experience coordinating projects or events is a plus. We encourage candidates who meet these qualifications to apply for the opportunity to join our dynamic team as an Executive Administrative Assistant.
• Prior experience in administrative support, customer service, or operations coordination
• HVAC or trade service experience is a plus
• Bilingual (English/Spanish) is a plus
• Valid driver’s license and reliable transportation

Job Type: Part\-time

Pay: $20\.00 \- $30\.00 per hour

Benefits:

• Flexible schedule
• Referral program

Work Location: Hybrid remote in North Miami, FL 33181