Administrative Assistant

Job Description

Job Description

About us

McMillan James Equipment Company is a trusted HVAC manufacturer’s representative, specializing in custom commercial heating, ventilation, air conditioning, and plumbing solutions across Texas. We provide expertly engineered solutions tailored to meet the unique needs of our clients.

Job Overview

The Administrative Assistant is responsible for providing administrative and organizational support to various departments within the company. This position is responsible for coordinating office activities, maintaining records, assisting with communication and scheduling, and supporting daily business operations. The Administrative Assistant is highly organized, detail-oriented, and capable of managing multiple priorities in a professional environment.

Key Responsibilities:

• Provide administrative support to managers, departments, and team members, including scheduling meetings, coordinating calendars, and managing correspondence.
• Maintain company records, files, reports, and other documentation in accordance with company procedures.
• Assist with data entry, report preparation, document processing, and general office administration activities.
• Answer and direct phone calls, greet visitors, and serve as a professional point of contact for customers, vendors, and employees.
• Coordinate office supplies, mail distribution, shipping, and other administrative support functions.
• Assist with special projects, company events, employee onboarding activities, and other administrative initiatives as assigned.
• Support communication and collaboration between departments to ensure efficient business operations.

Qualifications:

• High school diploma or equivalent required; Associate’s degree in Business Administration or related field preferred.
• 1-3 years of administrative, office support, or related experience preferred.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational, communication, and time-management skills.
• Ability to handle confidential information with professionalism and discretion.
• Strong attention to detail and ability to manage multiple priorities.
• Experience with ERP systems, CRM systems, or business software preferred.

Preferred Attributes:

• Highly organized with strong follow-through skills.
• Customer-focused and professional in all interactions.
• Self-motivated with the ability to work independently and as part of a team.
• Adaptable and capable of managing changing priorities.
• Positive attitude and willingness to support various departments as needed.
• Strong problem-solving and critical-thinking abilities.