Administrative Assistant (Plumbing & Heating)

Job Description

Job DescriptionBenefits/Perks

• Competitive Compensation
• Paid Time Off
• Career Growth Opportunities

Job Summary We are seeking a motivated and detail-oriented Administrative Assistant / Dispatcher with experience in plumbing, heating, HVAC, construction, or similar service industries. This position is key to maintaining smooth daily operations, coordinating schedules, and supporting both office staff and field technicians. The ideal candidate communicates clearly, thrives in a fast-paced environment, and understands the workflow of service calls and field technicians

Responsibilities

• Answer multi-line phones and assist customers with professionalism.
• Schedule, coordinate, and dispatch service calls; update job details in dispatch software.
• Maintain ongoing communication with customers, supers, technicians, and management.
• Review technician notes and prepare worksheets, invoices, and billing.
• Conduct follow-up calls to ensure customer satisfaction.
• Perform general office tasks: data entry, filing, organizing records, scanning, and maintaining digital/physical files.
• Prepare correspondence, maintain calendars, organize meetings, and take meeting minutes.
• Support management and field staff with daily operations and office procedure updates.
• Manage a high volume of calls and resolve scheduling conflicts calmly and efficiently.

Qualifications

• High school diploma/GED required, Associate’s degree or administrative training is preferred.
• Minimum 1 year of dispatching or administrative experience—plumbing/HVAC/service industry strongly preferred.
• Proficiency in Microsoft Word, Excel, Outlook, and general office software; comfortable with standard office equipment.
• Highly organized, detail-oriented, and able to manage multiple priorities.
• Reliable, punctual, and able to work independently while remaining calm under pressure.
• Team-oriented, dependable, and maintains a positive and professional demeanor.
• Strong problem-solving skills, sound judgment, and a service-focused attitude.

Preferred

• Experience using dispatching or scheduling software (FieldEdge is a plus).
• Familiarity with plumbing/HVAC terminology.
• Bilingual English/Spanish.