Office Administrative Assistant

Job Description

Job Description

Office Administrator / Dispatcher

Black Mountain Cooling is a family-owned HVAC company serving Carefree, Cave Creek, North Scottsdale, and surrounding communities. We are known for providing professional service, expert support, and a concierge-level customer experience. We are looking for a highly organized, technology-savvy Office Administrator and Dispatcher to help manage our daily office operations and support our customers and technicians.

This is a fast-paced, hands-on position requiring excellent communication, sound judgment, attention to detail, and the ability to manage multiple priorities.

Key Responsibilities

• Answer incoming customer calls, texts, and emails professionally and warmly
• Gather accurate information about customers’ HVAC needs
• Schedule service, maintenance, estimate, and installation appointments
• Dispatch technicians and coordinate daily schedules
• Communicate appointment details, arrival updates, and scheduling changes
• Review technician notes and ensure service documentation is complete
• Create and update customer records, estimates, invoices, and job information
• Perform bookkeeping tasks using Xero, including invoicing, payment recording, reconciliation support, and basic financial reporting
• Follow up with customers regarding estimates, appointments, outstanding balances, and completed service
• Assist with Carefree Maintenance Program scheduling and customer communication
• Maintain organized digital and physical files
• Order office supplies and assist with basic inventory tracking
• Create, schedule, and monitor social media content
• Assist with marketing emails, customer reviews, community events, and promotional campaigns
• Support company owners and technicians with additional administrative tasks as needed

Required Qualifications

• Previous office administration, dispatching, customer service, or bookkeeping experience
• Experience using Xero or similar accounting software
• Strong computer and technology skills
• Ability to learn new software and systems quickly
• Exceptional organization and attention to detail
• Strong written and verbal communication skills
• Professional and confident telephone manner
• Ability to prioritize tasks and remain calm in a busy environment
• Dependable, self-motivated, and comfortable taking initiative
• Ability to protect confidential customer and company information
• Willingness and availability to work more than 40 hours per week during the busy season

Preferred Qualifications

• Experience working for an HVAC, plumbing, electrical, construction, or home-service company
• Previous dispatching or service-scheduling experience
• Experience managing business social media accounts
• Familiarity with customer relationship management, field-service, or scheduling software
• Basic knowledge of accounts payable, accounts receivable, and bank reconciliation

Ideal Candidate

The ideal candidate is extremely organized, comfortable with technology, and genuinely enjoys helping customers. This person notices details, follows through without needing repeated reminders, and can shift priorities when service calls or schedules change. They understand that every phone call and appointment is part of the customer’s overall experience with Black Mountain Cooling.

Schedule

Full-time position. The regular schedule may vary based on business needs. Applicants must be willing and able to work additional hours—including more than 40 hours per week—during Arizona’s peak cooling season.

About Black Mountain Cooling

Black Mountain Cooling provides residential and commercial air-conditioning and heating services with more than 30 years of hands-on industry experience. Our technicians are true AC mechanics—not commissioned sales associates. We combine expert mechanical service with clear communication, two-hour appointment windows, and personalized customer care.

Black Mountain Cooling is an equal-opportunity employer. Employment decisions are based on qualifications, experience, performance, and the needs of the company.