Administrative Office Assistant

ADMINISTRATIVE OFFICE ASSISTANT Priority One Heating & Air Conditioning COMPENSATION $21–$28 per hour, depending on experience \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ LOCATION Eugene, Oregon POSITION Onsite *Full-time * Non-exempt About Priority One Priority One Heating & Air Conditioning, a subsidiary of Advantage Services Group, LLC, is looking for an Administrative Office Assistant to join our team. We want the best of the best! We offer competitive pay, excellent benefits, and valuable perks for our hardworking team members. We understand the importance of family and work-life balance and are committed to a positive, upbeat, supportive, and inclusive workplace. We are stewards of our brand and serve our communities through exceptional service and strong relationships. Our company is owned and managed by people with many years of industry experience. We understand the expectations, challenges, and responsibilities—and we are here to support you every step of the way. Position Summary The Administrative Office Assistant provides essential administrative, accounting, warranty, and operational support to the office and field teams. This position processes invoices and payments, supports accounts payable and accounts receivable, manages warranty documentation, reviews completed jobs for accuracy, and maintains customer and equipment records. This role also serves as an important quality-control checkpoint by identifying incomplete documentation, missed charges, equipment discrepancies, scheduling issues, and necessary return visits. The successful candidate communicates issues promptly to the appropriate team member so they can be corrected quickly and accurately. Benefits * Company-paid medical, dental, and vision insurance * Company-paid emergency medical transportation program * Company-paid life insurance * 401(k)/Roth retirement plan with company match * Paid time off * Bonus programs for eligible positions * Company vehicle and gas card for eligible positions Key Responsibilities: Responsibilities include, but are not limited to: Billing, Accounts Payable & Accounts Receivable * Process purchase orders, vendor invoices, accounts payable, and accounts receivable. * Complete customer invoicing accurately and promptly. * Follow up with customers regarding outstanding payments and past-due balances. * Make and receive customer phone calls related to invoices and payments. * Process and coordinate credit card payments, refunds, and split refunds when necessary. * Follow up on expired or declined credit cards through phone calls, text messages, and mailed notices. * Research payment, billing, and account questions and communicate findings to the appropriate team member. * Maintain accurate records of payment attempts, customer communication, and account status. Invoice & Job Quality Control * Review service and installation invoices for accuracy, completeness, and proper documentation. * Identify services, materials, filters, accessories, or other items that should have been charged but were omitted. * Verify that applicable filters and other required items are properly tagged or added to the customer’s account before the job is dispatched or completed. * Catch missing information, scheduling mistakes, unclear instructions, and other issues that could create confusion for technicians. * Review technician notes to identify return visits that are needed but have not yet been requested or scheduled. * Communicate identified issues to the appropriate office leader, so corrections, customer follow-up, or return visits can be completed. * Follow through on identified discrepancies until they are resolved. Installation Administration * Complete installation invoicing and verify that all documentation is accurate. * Cross-check installed equipment, quantities, model and serial numbers, and accessories against warehouse pick tickets and job records. * Document incomplete installations or missing items on the appropriate tracking spreadsheet. * Monitor incomplete jobs and communicate outstanding requirements to the appropriate team members. * Send required warranty paperwork and customer documentation. * Register installed equipment with manufacturers accurately and within required deadlines. * Maintain organized and complete installation records. Key Responsibilities — Continued Warranty Administration * Prepare and submit warranty documentation. * Create equipment or material returns in ServiceTitan so warranty returns can be processed. * Verify that warranty claims and returns include required model numbers, serial numbers, invoices, technician notes, and supporting documentation. * Track warranty items and follow up on unresolved claims, credits, or returns. * Coordinate with vendors, technicians, and internal team members to resolve warranty discrepancies. Membership Renewals * Monitor memberships approaching expiration or eligible for renewal. * Create follow-up tasks for the appropriate team member when a membership renewal requires additional contact. * Contact customers regarding renewals when a technician does not present or complete the renewal opportunity. * Maintain accurate membership records and document renewal activity in ServiceTitan. Rebates & Documentation * Support the processing and submission of qualifying customer rebates. * Review initial rebate applications completed by Comfort Advisors for accuracy and completeness. * Monitor rebate applications for missing information, documentation errors, or processing issues. * Communicate corrections to the appropriate team members and follow through until the application is complete. * Assist with training Comfort Advisors on completing PDF forms, attaching required documents, and submitting accurate rebate information. * Attend designated sales meetings to provide training, answer questions, and address recurring documentation issues. Record Keeping & General Office Support * Update work orders, customer equipment databases, service histories, and internal tracking spreadsheets. * Maintain accurate and organized electronic and physical records. * Order office supplies and manage incoming and outgoing mail. * File compliance documents and other required company records. * Support scheduling and dispatch by identifying incomplete job information or unclear technician instructions. * Provide general administrative assistance to management and other departments as assigned. Qualifications * Minimum of two years of administrative, office, accounting, billing, or customer service experience preferred. * Experience with invoicing, accounts payable, accounts receivable, warranties, or payment collection preferred. * HVAC, plumbing, electrical, construction, or other home-service industry experience is preferred but not required. * Experience with HVAC industry platforms, including Service Titan, is strongly preferred. * Proficiency with Microsoft Excel, Outlook, PDF forms, spreadsheets, and general office technology. * On-the-job training will be provided. * Must have a verifiable work history and professional references. * Ability to communicate professionally, clearly, and concisely with team members, management, vendors, and customers in person, by phone, text message, and email. * Must be highly motivated, detail-oriented, and capable of managing multiple responsibilities. * Strong problem-solving skills and the ability to research issues and provide accurate resolutions. * Ability to identify discrepancies, missing information, and incomplete work without relying solely on others to point them out. * A strong sense of urgency with the ability to follow through on tasks promptly and effectively. * Ability to handle confidential customer, employee, payment, and company information appropriately. * A positive attitude that fits well within a fast-paced, goal-driven environment. * Must be punctual, maintain a professional appearance, and demonstrate excellent reliability and attendance. Build Your Career with Us Our company grows every year, which means we are continually developing future team leaders and managers. Let us work with you to build a rewarding career path. Equal Opportunity & Pre-Employment Screening Priority One Heating & Air Conditioning is an equal opportunity employer. We prohibit discrimination and harassment based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable federal, state, or local law. Pre-employment screening includes a background check, an MVR report for applicable positions, and drug screening excluding THC. Recreational THC use is permitted outside of work; however, the company’s drug and alcohol policy applies during working hours, while operating company vehicles or equipment, and while on company premises. Pay: $21.00 - $28.00 per hour Benefits: * 401(k) * 401(k) matching * Dental insurance * Health savings account * Life insurance * Paid time off * Vision insurance Work Location: In person