Office Assistance

About the Position

A1 EMS INC. — Expert Mechanical Services is seeking a dependable, organized office administrator to handle customer billing, answer incoming calls, and assist with the daily office needs of our heating and air-conditioning business.

We need someone who communicates professionally, works accurately, follows through on outstanding items, and can keep the office organized while supporting our customers, technicians, and management.

This position involves more than answering the phone. You will help make sure customers receive timely responses, completed work gets billed, and office tasks are followed through to completion.

Responsibilities

• Answer phones and assist customers: Take accurate messages, gather service-request details, respond to routine questions, and promptly relay urgent matters to the appropriate person.
• Prepare and send customer invoices: Review completed work orders, confirm billing information, and obtain missing details from technicians or management before invoicing.
• Track payments and outstanding balances: Record payments, send statements and payment reminders, follow up professionally on overdue invoices, and flag billing questions for management.
• Assist with scheduling and communication: Coordinate service appointments, confirm customer availability, update schedules, and communicate changes to technicians and customers.
• Handle general office needs: Monitor email, maintain customer and job records, organize paperwork, scan and file documents, track office supplies, and assist with proposals, service-contract paperwork, and other administrative tasks.

Qualifications

Previous experience in office administration, customer billing, or accounts receivable is required. Experience working for an HVAC, plumbing, electrical, construction, or other service company is preferred.

Applicants should have:

• A professional telephone manner, strong customer-service skills, and clear written communication.
• Accurate data-entry skills and confidence using email, spreadsheets, and computerized billing systems. QuickBooks experience is strongly preferred.
• The ability to prioritize calls and paperwork, work independently, maintain confidentiality, and follow up without repeated reminders.

HVAC technical experience is not required, but you must be willing to learn our terminology, services, and office procedures.