Receptionist

Job Description

Job Description

Arista Air Conditioning, the premier HVAC service provider in the New York metropolitan area, is seeking a warm, professional, and highly organized Customer Service Representative / Receptionist to join our team. This role is the voice of Arista for many of our customers and plays a vital part in ensuring a seamless, positive experience from the moment a customer contacts us.

Assists with the arrival and greeting of all Daikin guests and visitors that enter DTTP, providing an exceptional experience while guiding them through the process of getting a visitors badge to connecting with the Daikin employee they are meeting. Helps to maintain the first impression of the company and building by exceeding the guest/visitors expectations and keeping the main areas neat and ready to go. 

This individual will answer incoming calls, create service requests, support scheduling, and assist with daily administrative tasks. We are looking for someone who brings a customer-first mindset , kindness, professionalism, and a strong desire to support both customers and coworkers.

Why work with us?

• Benefits are effective on day one for all full-time direct hires.
• Training programs are available to help guide team members and develop new skills.
• Growth Opportunities - there are immense opportunities to grow your career.
• You will be part of a Global Company - our family brands are backed by Daikin Industries, Ltd. 

Position Responsibilities may include; 

• Becomes the guest/visitor liaison as they enter the building, greeting all guests/visitors, offers beverage (coffee, bottled water) and if needed – offers coat check, umbrella bags, luggage storage, and assistance in business center and accommodates guest/visitor until Arista/Daikin contact arrives. 
• Coordinates with security to have visitor badges prepared, assist with logging ID information
• Assists with contacting Arista/Daikin employee their appointment/visitor has arrived 
• Maintains the neatness of the lobby area 
• Maintains the neatness of the two guest conference rooms and keeps meeting kits stocked with appropriate supplies
• Maintains the neatness of cold/hot beverage station and stocked with appropriate supplies 
• Answers phone calls from external/internal customers
  • Answer and route incoming customer requests (calls, emails and third party platforms) in a friendly, timely, and professional manner
  • Gather detailed information regarding HVAC service needs and enter accurate service requests into Arista’s ERP/dispatch system
  • Provide warm, helpful customer service and address basic inquiries related to maintenance, service, installations, and billing
  • Identify urgent HVAC situations (e.g., no heat, leaks) and escalate appropriately
  • Maintain and update customer accounts, service history, and internal documentation
  • Coordinate with the service and dispatch teams to schedule customer appointments
  • Follow up with customers regarding scheduling updates, confirmations, and service status
  • Support general office administrative duties including filing, data entry, and email correspondence
  • Assist other departments when needed to ensure smooth office operations
  • Represent Daikin/Arista’s values of professionalism, care, and exceptional service in every interaction
• Is knowledgeable about facility and conference room location to assist with directions 
• Perform additional projects/duties to support ongoing business needs 

Nature & Scope:

• Works within well-defined instructions  
• Uses established procedures and works under supervision to perform assigned tasks   
• Work is closely supervised  

Knowledge & Skills:

• Good communication skills.  
• Must have a positive attitude with the ability to remain flexible and patient 
• Excellent organizational and multitasking skills 
• Excellent administrative skills 
• Ability to understand and follow written and oral instructions 
• Ability to complete projects in a timely manner 
• Applies advanced skills in customer relations 
• Bilingual proficiency in Spanish or Vietnamese required 

Experience:

• Up to two years preferably in a customer service role 
• Previous customer service or receptionist experience (HVAC or trades industry a strong plus)
• Excellent phone etiquette and communication skills
• Ability to multitask effectively in a high-volume, fast-paced environment
• Experience with ERP or dispatching software preferred; training available
• Strong attention to detail and accuracy in data entry
• Proficient with Microsoft Office and general computer applications
• Reliable, punctual, and eager to support the team

Education:

• High school diploma 

People Management : No

Physical Requirements / Work Environment: Must be able to perform essential responsibilities with or without reasonable accommodations   

Reports To: VP of Service Sales

Pay Range: $20-21/hour

Qualified Applicants must be legally authorized for employment in the United States. Qualified applicants will not require employer sponsored work authorization now or in the future for employment in the United States.

The Company provides equal employment opportunity to all employees and applicants regardless of a person’s race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes pertaining to individuals with disabilities.