Service Department Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant (Service Department)

Company: TriState HVAC Equipment Company, LLC 

Department: Service Department

Reports To: Service Manager

Location: West Conshohocken, PA (In-Office)

Job Type: Full-Time

About TriState HVAC

TriState HVAC Equipment, LLC is a leading provider of commercial HVAC solutions and a proud member of the Daikin Group. We are committed to delivering high-quality service to our clients while maintaining a supportive and efficient work environment.

Position Summary

TriState HVAC Equipment is adding a full-time, in-office Administrative Assistant to the Service department to close coverage gaps when team members are out of office and provide coordinator backup.

Key Responsibilities

• Answer service-related phone calls
• Provide backup support to coordinators
• Process Work Authorization forms
• Create Service Jobs
• Accounts Payable Data Entry
• Organize travel arrangements for technician
• Assist with training registration
• Update technician certifications in software
• Technician onboarding items – PO#s for tools and truck stock, Park Mobile set Up
• Provide general administrative support across the Service department as priorities shift
  

Qualifications

• Experience: Prior experience in an administrative or office support role is required, ideally in a service, field-service, or trade environment . Experience within the HVAC or similar service-based industry is highly preferred.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook). Strong data entry skills with a high degree of accuracy. Also is comfortable learning new software systems.
• Organizational Skills: Exceptional time management abilities with the capacity to multitask and prioritize effectively in a fast-paced environment.
• Communication: Excellent verbal and written communication skills.
• Attributes: A professional demeanor, strong interpersonal skills, and a keen eye for detail. Must be reliable, punctual, and capable of handling sensitive information with confidentiality.
• Attributes continued : Reliable, in-office availability for the full-time 8:30 AM – 5:00 PM schedule, Monday through Friday

Benefits

• Health & Wellness: Health, Dental, and Vision Insurance.
• Retirement: 401(k) plan.
• Time Off: Paid Vacation, Holidays, and Paid Time Off (PTO).

Why Join TriState HVAC?

• Be Essential: Play a key role in keeping our Service Department running smoothly. Your work directly supports the technicians and coordinators who serve our customers.
• Variety Every Day: Move between phones, job setup, technician support, and administrative projects, so no two days look the same.
• Learn the Industry: Build hands-on knowledge of commercial HVAC service with the backing of the Daikin Group.
• Stability & Schedule: Enjoy a consistent Monday–Friday daytime schedule at a successful, growing company.
• Culture: Join a supportive, team-oriented department where reliability and attention to detail are valued and appreciated.