Administrative Assistant

Lincoln Associates HVAC / R; Georgia; On-site; USD 19,000 - 30,000; Part time

Job summary

Lincoln Associates HVAC / R is seeking a reliable hourly Administrative Assistant to provide clerical and operational support. The role focuses on handling emails, calls, data entry, file organization, and day-to-day office tasks while maintaining strong communication with customers and manufacturing partners.

The ideal candidate is detail-oriented, professional, and capable of managing multiple priorities in a fast-paced environment. Experience with HVAC or industrial distribution is a plus.

Qualifications

• Must demonstrate strong organizational and multitasking abilities.
• Detail-oriented with the ability to prioritize deadlines and manage multiple tasks.
• Proficient in document management and recordkeeping.
• Excellent verbal and written communication; professional with customers and vendors.
• Strong follow-through and ownership of tasks.

Responsibilities

• Respond to emails and phone calls; provide clerical support.
• Prepare proposals and revise quotations.
• Enter data and organize files; maintain project records.
• Distribute technical documentation and submittals as needed.
• Process and track purchase orders and sales orders; monitor order status.
• Coordinate communications between customers, manufacturers, contractors, sales, and service teams.
• Assist with shipping discrepancies and freight issues.

Skills

Organizational skills

Multitasking

Attention to detail

Time management

Document management

Follow-through

Communication

Customer service

Stakeholder communication

Problem-solving

Tools

Microsoft Excel

Adobe Acrobat

SharePoint/OneDrive

Salesforce

HubSpot

ERP/Order Management

Job description

We are seeking a reliable and organized hourly Administrative Assistant to provide clerical and operational support. Responsibilities may include responding to emails and phone calls, preparing proposals, entering data, organizing files, and assisting with day-to-day office tasks. The ideal candidate is detail-oriented, professional, communicative, and able to manage multiple priorities.

• Serve as a liaison between customers and manufacturing partners.
• Maintain professional working relationships with vendor contacts and trade partners.
• Manage high-volume email communication and maintain timely responses.
• Coordinate communication between customers, manufacturers, contractors, sales personnel, and service teams.
• Maintain accurate project records, correspondence, and documentation.
• Distribute technical documentation, submittals, installation manuals, and project updates as needed.
• Prepare and revise quotations based on customer requirements and project specifications.
• Compile and distribute supporting documentation including pricing, submittals, and product information.
• Process and track purchase orders and sales orders.
• Assist with monitoring order status from release through delivery.
• Assist with communications of estimated arrival dates.
• Assist with resolution of shipping discrepancies, missing materials, and freight-related issues.

Required Skills

Administrative & Organizational Skills

• Exceptional organizational and multitasking abilities
• Strong attention to detail
• Ability to prioritize competing deadlines
• Effective document management and recordkeeping
• Strong follow-through and task ownership
• Time management and workload prioritization

Communication Skills

• Professional verbal and written communication
• Customer service and relationship management
• Conflict resolution and problem-solving
• Ability to communicate effectively with both technical and non-technical stakeholders

Required/Highly Preferred

Preferred Software Proficiency

• Microsoft Excel
• Adobe Acrobat/PDF editing tools
• SharePoint and OneDrive document management

Strong Plus

CRM Software

• CRM software (Salesforce, HubSpot, or similar)
• ERP/Order Management Systems
• Project Management Platforms:
• Shipping and logistics tracking portals
• Electronic document workflow systems

Additional Advantages

• Experience with quotation management software
• Experience with HVAC, construction, manufacturing, or industrial distribution environments
• Familiarity with reading construction schedules, equipment schedules, and technical documentation

Ideal Candidate Profile

• Highly organized administrative professional who enjoys managing multiple moving pieces simultaneously.
• Comfortable serving as the communication hub between customers, vendors, and internal teams.
• Able to work independently while coordinating across multiple departments.
• Strong customer-service mindset with excellent follow-up habits.
• Thrives in deadline-driven environments where prioritization and attention to detail are critical.