HVAC Division Manager Administrative Assistant

Job Description

Job Description

Benefits:

• Company parties
• Dental insurance
• Free uniforms
• Health insurance
• Paid time off
• Training & development
• Vision insurance

1st Impressions Heating & Air, Inc. is company committed to delivering outstanding heating and air conditioning services to our customers. We are seeking a highly organized and dependable Administrative Assistant to support our HVAC Division Manager and assist with daily office and operational functions.

Position Summary

The HVAC Division Manager Administrative Assistant will provide direct administrative support to the HVAC Division Manager while helping coordinate office operations, customer communication, invoicing, collections, and service administration. This position plays a key role in keeping the HVAC department organized and running efficiently.

Responsibilities

• Provide administrative support to the HVAC Division Manager
• Prepare, process, and track customer invoices
• Assist with accounts receivable and collections follow-up
• Communicate with customers regarding scheduling, payments, and service updates
• Assist with preparing reports, proposals, and department paperwork
• Support permit processing, warranty registrations, and job closeouts
• Monitor department emails and respond to inquiries promptly
• Organize files, data entry, and office records
• Perform other administrative and operational duties as assigned

Qualifications

• Previous administrative assistant or office experience required
• HVAC, construction, or service industry experience preferred
• Experience with invoicing, collections, or accounts receivable preferred
• Strong organizational and multitasking abilities
• Excellent customer service and communication skills
• Proficient in Microsoft Office and office management software
• Ability to work in a fast-paced environment and prioritize tasks effectively
• Professional attitude with strong attention to detail

Benefits

• Competitive pay
• Paid time off
• Supportive team environment
• Dental, Vision and Health Benefits