Administrative Assistant

Keyes Refrigeration provides commercial and industrial refrigeration and HVAC solutions, partnering with clients from design and installation to maintenance and repair for projects across northern Indiana and west to central Michigan. Job Summary We are seeking a highly organized Administrative Assistant to support daily office operations for a fast-paced HVAC/R service team. This role includes traditional administrative duties along with dispatch coordination for field technicians, managing service portals, and assisting with timekeeping activities. The ideal candidate is detail-oriented, communicates effectively, and thrives in a service-driven environment. Key Responsibilities Provide general administrative support including answering phones, responding to emails, filing, and data entry Support primary dispatchers with scheduling and coordinating HVAC/R service calls, maintenance visits, and emergency dispatches Serve as a point of contact between customers, technicians, and internal teams to ensure timely service delivery Enter and maintain service requests, work orders, and job status updates in company systems and customer portals Manage and update vendor/client portals for work order entry, tracking, and documentation compliance Assist with timekeeping activities, including tracking technician hours, reviewing timesheets, and resolving discrepancies Verify job completion details, labor hours, and notes for accuracy before processing Support invoicing preparation by ensuring work orders and time entries are complete and accurate Maintain organized service records, maintenance agreements, and customer files Assist with parts ordering coordination and follow-up as needed Generate reports on service activity, technician productivity, and open work orders Perform other administrative tasks and support special projects as assigned Qualifications High school diploma or equivalent (Associate's degree preferred) 1-3 years of administrative experience in HVAC, construction, field service, or similar industry preferred Dispatching or service scheduling experience strongly preferred Familiarity with HVAC/R terminology, service workflows, and urgency prioritization is a plus Experience with service management software (e.g., ServiceTitan, Housecall Pro, or similar) and web-based client portals Working knowledge of timekeeping/payroll support processes Proficiency in Microsoft Office (especially Excel and Outlook) Strong communication skills with the ability to coordinate between field and office teams Excellent multitasking, problem-solving, and organizational skills Ability to work under pressure and adapt to changing priorities Work Environment Office-based role supporting field technicians Fast-paced environment with frequent schedule changes and urgent service needs Regular use of phone, computer systems, and dispatch software May require early morning or late-day coordination depending on service demands About Smart Care Smart Care is a national repair and service provider for commercial foodservice, refrigeration, and cold storage equipment. Our offering of comprehensive mechanical services includes hot side cooking equipment, stand-alone refrigeration, specialty coffee and beverage, complex rack refrigeration and HVAC. Smart Care is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected class status. All qualified individuals are encouraged to apply. If you need a reasonable accommodation with respect to Smart Care's application or hiring process due to a disability, please contact the Human Resources department at HR@smartcaresolutions.com.