Office Administrator - Swift Pro

About Us: 
SwiftPro is an innovative and rapidly growing HVAC startup dedicated to providing top-notch heating, ventilation, and air conditioning solutions to our clients. We pride ourselves on delivering exceptional service and building strong relationships with our customers. As we expand, we are looking for a highly organized and proactive Office Administrator to join our team and help streamline our operations.

Job Details: 
SwiftPro is a dynamic and rapidly growing HVAC startup dedicated to delivering top-notch heating, ventilation, and air conditioning solutions. We pride ourselves on exceptional service and building strong relationships with our customers. We are now seeking an experienced and motivated Office Manager to oversee and manage our administrative functions, ensuring smooth operations and providing vital support to our field technicians and clients.

Key Responsibilities:

• Scheduling & Coordination:
  • Oversee and manage the scheduling of customer appointments, ensuring efficient use of time and resources.
  • Coordinate with field technicians to ensure they have the necessary information and support for their daily tasks.
  • Supervise and support a team of schedulers to ensure effective and timely scheduling processes.
• Customer & Technician Support:
  • Act as a point of contact for customer inquiries, resolving issues, and addressing concerns in a professional and courteous manner.
  • Assist field technicians with logistical support and provide solutions to any on-site challenges they may encounter.
• Billing & Payments:
  • Process customer payments, handle billing inquiries, and ensure accurate invoicing.
  • Support the billing and invoicing process, including generating invoices and following up on outstanding payments.
  • Assist accounting team with financial entries for tracking purposes
• Administrative Support:
  • Assist the company owner with various administrative tasks, including document preparation, data entry, project coordination, and team management.
  • Coordinate team meetings and communications with staff
  • Manage office supplies and equipment, ensuring the office environment is well-maintained and organized.
• Team Leadership:
  • Lead and mentor administrative staff, fostering a positive and productive work environment as we hire additional staff members.
  • Implement best practices and procedures to enhance office efficiency and effectiveness.

Required Experience and Skills:

• Proven Experience: Minimum of 3-5 years in an administrative role, with at least 1-2 years in a leadership or supervisory capacity. Experience in the HVAC industry or a related field is highly preferred.

• Strong Organizational Skills: Exceptional ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

• Leadership Abilities: Demonstrated experience leading and motivating a team, with excellent interpersonal and communication skills.

• Customer Service: Excellent customer service skills, with a proven track record of handling inquiries and resolving issues promptly and professionally.

• Technical Proficiency: Proficient in office software, such as Microsoft Office Suite and Google Workspace, and familiar with scheduling and billing systems.

• Attention to Detail: Strong attention to detail and accuracy in handling scheduling, billing, and administrative tasks.

• Problem-Solving: Ability to identify and address issues proactively, with strong problem-solving skills and a solutions-oriented approach.

Preferred Qualifications:

• Experience with HVAC scheduling and dispatch software.

• Knowledge of basic accounting principles and practices.
• Spanish proficiency is a plus

What We Offer:

• Competitive salary commensurate with experience - $20-$28/hour

• Sales commissions and bonus earning opportunities.

• Comprehensive benefits package, including health insurance and paid time off.

• Opportunity to grow with a fast-paced, innovative startup.

• Supportive and collaborative work environment.

• Ongoing training and professional development opportunities.

Why Join Us?

At SwiftPro, we're not just offering a job; we're offering a chance to be part of something big from the very start. As a pivotal player in our rapidly expanding company, you'll have the opportunity to lead, innovate, and shape the future of HVAC solutions. We are seeking a passionate and driven Master HVAC Technician ready to make a lasting impact and drive success. If you're a seasoned professional with a relentless pursuit of excellence and a desire to grow with an exciting team, we want to hear from you. Apply now and be part of our dynamic journey!

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