Administrative Assistant

Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to support daily office operations for a fast-paced HVAC contracting company in Woodbury, NY. This role is critical to ensuring smooth communication between customers, field technicians, vendors, and internal staff. The ideal candidate thrives in a dynamic environment, demonstrates professionalism, and has strong multitasking abilities. Key Responsibilities Answer and direct incoming phone calls in a professional and courteous manner Prepare proposals, service agreements, and customer correspondence Enter and maintain accurate data in company systems Process invoices, purchase orders, and work orders Assist with accounts payable and accounts receivable tasks Maintain organized filing systems (electronic and paper) Order office supplies and support general office operations Communicate with customers regarding appointments, billing, and service updates Support management with reports, documentation, and special projects Maintain confidentiality of company and customer information Qualifications High school diploma or equivalent required; associate degree preferred 2+ years of administrative experience, preferably in construction, HVAC, or a service-based industry Strong computer skills (Microsoft Office; experience with service management software a plus) Excellent written and verbal communication skills Strong attention to detail and organizational skills Ability to multitask and prioritize in a fast-paced environment Professional demeanor and customer-service mindset Physical Requirements Prolonged periods of sitting at a desk and working on a computer Ability to occasionally lift up to 15 pounds Ability to communicate clearly via phone and in person Work Environment This position operates in a professional office environment within an active HVAC contracting business. Regular interaction with field staff, vendors, and customers is required. Compensation & Benefits Hourly position (overtime eligible) Competitive pay based on experience Health, dental, and vision benefits (if applicable) Paid time off and company holidays Job Type: Full-time Benefits: 401(k) Dental insurance Health insurance Health savings account Life insurance Paid time off Referral program Vision insurance