Overview
Administrative Assistant Jobs in Lorton, VA at AJ’s Heating & Air Conditioning, LLC
Job Overview
We are seeking a dynamic, highly organized, and proactive Administrative Assistant to join our team! In this vital role, you will be the backbone of our daily office and dispatch operations, ensuring smooth communication between our clients and our field technicians. Your energetic approach, calm-under-pressure demeanor, and sharp attention to detail will help keep our fleet moving efficiently and our customer satisfaction high.
This paid position offers an exciting opportunity to develop your operations and office management skills in a thriving, essential industry.
Duties & Responsibilities
- Dispatch & Housecall Pro Management: Manage incoming customer service requests, log service calls, and schedule/dispatch technicians using Housecall Pro.
- Customer Support Excellence: Answer multi-line phone systems with professional etiquette, handle client inquiries regarding service appointments or maintenance agreements, and resolve issues promptly.
- Data Entry & Service Tracking: Input customer data, equipment history, and job details accurately into Housecall Pro and Google Workspace/Microsoft Office.
- Billing & Invoicing Support: Assist with processing customer payments, sending invoices directly through Housecall Pro, and tracking technician parts receipts.
- Document & File Management: Maintain highly organized digital and physical filing systems for customer warranties, service contracts, permits, and maintenance agreements.
- Office Logistics: Coordinate office supplies procurement, manage inventory levels for office materials, and assist with preparing reports or proofreading correspondence.
Qualifications
- Experience: Proven experience in office administration, clerical roles, or customer service. Prior experience in HVAC, plumbing, or home services dispatching is a plus, but not required.
- Software Skills: Proficiency in Google Workspace or Microsoft Office. Experience with Housecall Pro (or similar dispatching software like ServiceTitan or Jobber) is highly preferred, but we are willing to train the right person.
- Communication Skills: Exceptional phone etiquette and strong verbal/written communication skills. Bilingual abilities (English/Spanish) are a massive plus for communicating with a diverse client base and crew.
- Organization & Pacing: Demonstrated ability to multitask, prioritize, and manage time effectively in a fast-paced environment—especially during peak seasonal shifts.
- Detail-Oriented: Strong typing and data entry skills with an eye for accuracy when dealing with part numbers, customer addresses, and billing info.
Why Join Us? Join us to be part of a vibrant team where your organizational talents directly impact our daily success and customer comfort! We offer a supportive, professional environment with room to grow your career in the industry.
Pay: $18.00 – $23.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Office: 1 year (Required)
Language:
- English (Required)
Ability to Commute:
- Lorton, VA 22079 (Required)
Work Location: In person
Title: Administrative Assistant
Company: AJ’s Heating & Air Conditioning, LLC
Location: Lorton, VA
Category:
