Office Assistant (HVAC Experience Required)

Job Description

Job Description

Salary : $16-$20 Hourly

About A / C Authority Inc

A / C Authority is a licensed and insured HVAC company serving the Treasure Coast since 2019. We specialize in residential and light commercial service, repairs, maintenance, and installations.

Were a fast-growing team built on professionalism, technology, and accountability and were hiring a driven Office Assistant with HVAC experience to help manage our fast-moving daily operations.

This is a demanding, high-energy position that requires attention to detail, strong multitasking skills, and a calm, organized mindset under pressure. If youve worked in an HVAC office and know what it takes to keep things running this is the job for you.

Position Overview

The Office Assistant supports every part of the business scheduling, dispatching, billing, and communication between office and field staff. Youll work directly under the Office Manager, keeping daily operations tight, customers informed, and data accurate.

This role is fast-paced and requires someone who thrives on responsibility, precision, and teamwork.

Key Responsibilities

• Answer phones, texts, and emails promptly and professionally
• Schedule and confirm service and installation appointments in Housecall Pro
• Communicate job updates between customers, technicians, and management
• Enter invoices, payments, and job details in QuickBooks Online
• Assist with mechanical permits, warranty claims, and documentation
• Schedule maintenance members and track recurring visits
• Update customer information and files in Google Workspace
• Track vehicle maintenance schedules and assist with fleet coordination
• Support HR functions including onboarding, record keeping, and time tracking
• Send customer review requests and follow-ups after completed jobs
• Keep the office clean, organized, and running efficiently every day
• Assist the Office Manager with reporting, billing follow-ups, and project support

Qualifications

Work Expectations

Compensation & Benefits

Health, dental, and vision insurance

Who You Are