Administrative Assistant

Administrative Assistant

Huy Cool Refrigeration is a growing commercial refrigeration and commercial kitchen equipment service company serving hospitals, healthcare facilities, schools, restaurants, and commercial businesses throughout the Greater Houston area. We believe exceptional customer service begins in the office. Our Administrative Assistant is one of the most important positions in the company, helping keep our technicians organized, our customers informed, and our operations running efficiently. If you're organized, detail-oriented, enjoy helping customers, and thrive in a fast-paced environment, we'd love to meet you.

Position Summary:

The Administrative Assistant serves as the operational hub of our office. This position supports daily business operations by coordinating technician schedules, communicating with customers, processing invoices, assisting with accounts receivable, and providing outstanding administrative support. The ideal candidate is professional, dependable, highly organized, and capable of managing multiple priorities while maintaining exceptional customer service. This is a full-time, in-office position.

Schedule:

• Monday – Friday
• 8:00 AM – 5:00 PM
• No evenings or weekends.

Compensation:

• $18.00–$24.00 per hour.
• Pay based on experience and qualifications.

Benefits:

• Health insurance available (Huy Cool pays 50% of the employee's health insurance premium).
• Paid holidays.
• Five (5) days of Paid Time Off during your first year.
• Stable, year-round employment.
• Opportunities for advancement and career growth.
• Ongoing training and professional development.
• Supportive, family-oriented workplace.

Responsibilities

Dispatch & Scheduling:

• Coordinate and dispatch daily service calls to field technicians.
• Schedule customer appointments and preventive maintenance visits.
• Monitor technician schedules and adjust priorities throughout the day.
• Communicate arrival times, schedule updates, and service status with customers.
• Coordinate emergency service requests.
• Ensure efficient routing and technician utilization.

Customer Service:

• Answer incoming phone calls professionally.
• Respond promptly to customer emails.
• Schedule service appointments.
• Provide excellent customer support and communication.
• Resolve routine customer concerns professionally.
• Build positive relationships with customers.

Administrative Support:

• Prepare and process work orders.
• Review technician paperwork for completeness and accuracy.
• Maintain electronic customer records.
• Organize digital files and documentation.
• Assist management with reports and administrative projects.
• Perform general office and clerical duties.

Invoicing:

• Prepare customer invoices.
• Verify technician notes, labor, materials, and billable items.
• Process completed work orders promptly.
• Assist customers with billing questions.
• Ensure invoices are accurate and submitted in a timely manner.

Accounts Receivable:

• Monitor customer account balances.
• Send customer statements and invoice copies.
• Follow up professionally on outstanding balances.
• Process customer payments.
• Maintain accurate customer account records.

Office Operations:

• Maintain an organized office environment.
• Order office supplies as needed.
• Support leadership with administrative initiatives.
• Identify opportunities to improve office processes and efficiency.

Qualifications:

Required Qualifications:

• High School Diploma or GED.
• Minimum of two (2) years of administrative assistant, office assistant, dispatcher, customer service, or related office experience.
• Excellent verbal and written communication skills.
• Strong customer service skills.
• Outstanding organizational and time management abilities.
• Strong attention to detail and accuracy.
• Ability to multitask in a fast-paced environment.
• Professional phone etiquette.
• Dependable attendance and punctuality.
• Positive attitude with a willingness to learn.
• Strong computer and data entry skills.

Preferred Qualifications:

• Dispatch experience.
• Experience in a service-based business (HVAC, refrigeration, plumbing, electrical, construction, automotive, or similar industries).
• Accounts receivable experience.
• Customer invoicing and billing experience.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Experience with ServiceTitan is a plus.
• Experience with QuickBooks is a plus.
• Experience using CRM or field service management software is a plus.
• Bilingual (English/Spanish or English/Vietnamese) is a plus.

Skills:

• Excellent organizational skills.
• Strong communication skills.
• Customer-focused attitude.
• Ability to prioritize multiple tasks.
• Strong problem-solving abilities.
• High attention to detail.
• Ability to work independently and as part of a team.
• Professional demeanor.
• Strong typing and computer skills.
• Experience with ServiceTitan or similar field service management software is a plus.

What Success Looks Like:

The successful candidate will:

• Keep technicians efficiently scheduled and productive.
• Deliver exceptional customer service on every interaction.
• Process invoices accurately and promptly.
• Help maintain healthy accounts receivable.
• Communicate professionally with customers and team members.
• Take ownership of assigned responsibilities.
• Contribute to a positive, team-oriented office culture.
• Help improve office processes as the company continues to grow.

Why Join Huy Cool Refrigeration?

At Huy Cool Refrigeration, we're building more than a service company—we're building a team dedicated to professionalism, integrity, continuous improvement, and exceptional customer service. Our employees are valued, supported, and encouraged to grow with the company. If you're looking for a long-term career where your work truly makes a difference, we'd love to hear from you.

Huy Cool Refrigeration LLC is an Equal Opportunity Employer.