Administrative Office Assistant/ Bookkeeper

Job Description

Are you interested in being part of a growing HVAC company in Massachusetts? Are you looking to work in a critical role within a company and in a tight-knit environment? If so, this position is for you. Our company prides itself on delivering exceptional service to its loyal, long-term customers. Our commitment to excellence has earned us a strong reputation in the HVAC industry.

Our company is seeking an Administrative Office Assistant who will be responsible for a wide range of administrative support tasks that are critical to the company’s day-to-day operations.

Key Responsibilities

Key responsibilities include, but are not limited to:

· Customer, Supplier, and Banking entries in QuickBooks

· Daily Bookkeeping

· Answer phone calls and emails from customers and suppliers. Make outbound calls and emails to customers and suppliers. Provide excellent responsiveness and service

· Become acquainted with customer and supplier preferences

· Work closely with General Manager and Executives to ensure customers’ needs are met

· Prepare customer work/ service orders and draft customer invoices. Submit invoices

· Prepare accounts payable reports, match bills to jobs, and draft vendor checks

· Transcribe proposals, quotes, and estimates for customers

· Draft maintenance contracts and follow up with customers

· Collect customer payments and make bank deposits

· Data entry in Excel

· Apply for multi-city permits online as well as prepare paper applications

· Scan and file documents as well as maintain job folders

· Other miscellaneous projects/ tasks as required

Qualifications

· Must be extremely reliable (strong record of attendance)

· Experience with data entry into QuickBooks Desktop (2+ years of experience is highly desirable)

· Must be a self-starter and self-motivated

· HVAC or other trade Administrative experience

· High School Diploma or equivalent

· Personable with strong phone skills

· Excellent English verbal and written communication skills

· Solid Microsoft Suite and Google Suite skills

· Attention to Detail

· Strong organizational skills

· Ability to work independently and handle multiple projects with tight deadlines

· Must be flexible, have a friendly demeanor and positive attitude

Full-time