Job Description

Key Responsibilities:

1. Administrative & Clerical Duties

Manage incoming calls, emails, and correspondence professionally and promptly. Schedule and confirm appointments for HVAC service calls, installations, and maintenance. Maintain organized filing systems (digital and physical) for customer records, invoices, work orders, and warranties. Prepare and distribute documents such as quotes, service agreements, and purchase orders. Order and manage office and field supplies, ensuring adequate inventory levels.

2. Customer Service & Scheduling

Serve as the first point of contact for customers--handle inquiries, complaints, and service requests courteously. Schedule technicians for service calls based on priority, location, and technician availability. Track job progress and update customers on service timelines. Follow up with customers post-service to ensure satisfaction and collect feedback.

3. Financial & Accounting Support

Prepare and issue invoices, track payments, and follow up on outstanding balances. Process vendor invoices and coordinate with accounting for payments. Assist with payroll data entry (e.g., technician hours, timesheets). Maintain petty cash and expense reports.

4. Operations & Technician Support

Coordinate communication between office staff and field technicians. Ensure technicians have accurate work orders, customer details, and required parts. Track inventory of HVAC parts and assist in ordering or reordering supplies as needed. Support compliance with safety and company policies.

5. Reporting & Record-Keeping

Maintain accurate records of service calls, equipment installations, warranties, and maintenance contracts. Prepare daily, weekly, or monthly reports on service activities, revenue, and customer feedback. Assist management with performance and productivity data analysis.

6. General Office Management

Ensure the office environment is clean, organized, and well-maintained. Assist with onboarding new employees and maintaining personnel files. Support management with administrative tasks and special projects as required. Handle confidential company information with discretion.
Job Types: Full-time, Permanent

Pay: ₹10,278.00 - ₹31,290.18 per month

Work Location: In person