Administrative Assistant

Sloan Mechanical Services, LLC.; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 32,000 - 52,000; Full time

Benefits offered by this job

Flexible schedule

Remote work with occasional in-person

Growth opportunities

Paid training and development

Supportive culture

Job summary

Sloan Mechanical Services is seeking an Administrative Assistant to support our growing operations in Pittsburgh. This role covers dispatching, administrative tasks, accounting, and sales support, requiring a detail-oriented and dependable individual who thrives in a fast-paced environment with a flexible structure.

The ideal candidate will be organized, able to manage multiple priorities, and communicate clearly with internal teams and customers.

Qualifications

• High school diploma or equivalent required.
• 1–3 years of administrative experience preferred; entry-level considered.
• Proficiency with Microsoft Office Suite and cloud-based tools such as QuickBooks.
• Excellent written and verbal communication skills.
• Strong time-management and multitasking abilities.
• Ability to work independently with minimal supervision.
• Must be based in or near Pittsburgh, PA.

Responsibilities

• Assist in scheduling and dispatching service technicians.
• Coordinate appointments and communicate schedule changes with teams and customers.
• Maintain accurate service records and job tracking documentation.
• Perform data entry and document management.
• Prepare reports, internal communications, and maintain administrative files.
• Support daily office functions and ensure workflow continuity.
• Assist in processing vendor invoices and accounts payable.
• Reconcile receipts and maintain vendor documentation.
• Support light bookkeeping and financial tracking tasks.
• Generate proposals and customer-facing sales documents using templates.
• Maintain sales records and help prepare materials for client meetings.
• Coordinate with sales team for timely follow-ups and documentation.

Skills

Communication skills

Time management

Multitasking

Independent work

Organizational skills

Education

High school diploma or equivalent

Tools

Microsoft Office

QuickBooks

Job description

Sloan Mechanical Services is seeking a detail-oriented and dependable Administrative Assistant to support our growing operations. This position plays a key role in ensuring the day-to-day functions of the business run smoothly across dispatching, administrative support, accounting, and sales. The ideal candidate is organized, adaptable, and comfortable working in a fast-paced environment with a flexible structure.

Responsibilities

Operations & Dispatch Support:

Assist in scheduling and dispatching service technicians

Coordinate appointments and communicate schedule changes with internal teams and customers

Maintain accurate service records and job tracking documentation

Administrative & Clerical Support:

Perform data entry and document management

Prepare reports, internal communications, and maintain administrative files

Support daily office functions and ensure workflow continuity

Accounts Payable & Finance Support:

Assist in processing vendor invoices and accounts payable

Reconcile receipts and maintain vendor documentation

Support light bookkeeping and financial tracking tasks

Generate proposals and customer-facing sales documents using provided templates

Maintain sales records and help prepare materials for client meetings

Coordinate with sales team for timely follow-ups and documentation

Qualifications

High school diploma or equivalent required

1-3 years of administrative experience a plus, but entry-level candidates with strong organizational skills will be considered

Proficiency with Microsoft Office Suite and cloud-based tools (e.g., QuickBooks, etc.)

Excellent written and verbal communication skills

Strong time-management and multitasking abilities

Ability to work independently with minimal supervision

Must be based in or near Pittsburgh, PA

What We Offer

Flexible schedule; open to part-time and full-time candidates

Remote work with occasional in-person availability required

Supportive and collaborative company culture

Growth opportunities within a fast-scaling service organization

Paid training and development support

Potential for future full-time advancement with benefits

About Sloan Mechanical Services

Sloan Mechanical is a Pittsburgh-based HVAC service provider redefining reliability for commercial and industrial clients. Built on family values, transparency, and a “do what you say” mentality, our team takes pride in delivering service that exceeds expectations—and we bring that same level of commitment to how we support our employees.