RECEPTIONIST / ADMINISTRATIVE ASSISTANT – AIR TECH PLUMBING, HEATING & COOLINGJOB OVERVIEW

At Air Tech, our front desk is more than just a reception—it’s the heartbeat of our company. We are seeking a highly organized and detail-oriented Receptionist/Administrative Assistant who thrives in a fast-paced, service-focused environment. This role is essential in taking care of our members first, supporting our technicians and office staff, and ensuring every customer interaction reflects the Air Tech promise of honesty, care, and professionalism.
The ideal candidate will bring strong communication skills, a member-first mindset, proficiency in office software, and the ability to keep operations running smoothly. This position is often the first impression of Air Tech, and we want it to be exceptional.

EXPERIENCE & SKILLS

• Previous office or administrative experience is preferred; experience in a busy service environment (medical, dental, trades, etc.) is a plus.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and Google Workspace is required.
• QuickBooks or other bookkeeping software experience is highly desirable.
• Exceptional organizational skills and the ability to juggle multiple tasks without losing accuracy or focus.
• Outstanding phone etiquette, with a warm and professional tone, essential for building trust with clients and members.
• Strong written skills for accurate typing, editing, and proofreading.
• A proactive, team-oriented personality who thrives on helping others succeed.

• Warmly greet visitors, clients, and suppliers, making every interaction welcoming and professional.
• Manage our multi-line phone system with confidence—answering promptly, directing calls, and ensuring no member is left waiting.
• Place outbound calls proactively, with a priority on our members first, followed by other scheduled customers, ensuring appointments are confirmed, follow-ups are made, and relationships are nurtured.
• Provide exceptional customer service over the phone and in person, always representing Air Tech’s values of care and integrity.
• Accurately complete data entry to maintain up-to-date and detailed customer records.
• Assist with organizing documents, filing, and maintaining an orderly office space.
• Use Microsoft Office Suite and Google Workspace to prepare letters, reports, and other professional correspondence.
• Assist with bookkeeping tasks, including invoicing, payments, and account tracking using QuickBooks.
• Support the wider team with clerical duties, helping keep daily operations efficient and seamless.
• Maintain the highest level of confidentiality with sensitive information.
• Assist with scheduling appointments and coordinating calendars to keep technicians and managers running on time.
• Be proactive in problem-solving—spot what needs doing before being asked, and help keep Air Tech a step ahead.