Administrative Assistant / Call Center Representative

Macs Plumbing Inc; Elk Grove (CA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Vision insurance

Competitive Compensation

Paid Time Off

Job summary

Macs Plumbing Inc. seeks an Administrative Assistant / Call Center Representative to support HVAC and plumbing operations in Elk Grove. You will manage permits, rebates, inspections, and customer communications while coordinating with inspectors, utilities, and internal teams.

The role requires strong organization, comfort on the phone, and the ability to manage multiple deadlines while delivering professional service to customers and vendors.

Qualifications

• High school diploma or GED required.
• Experience in administrative, call center, permitting, or customer service roles preferred.
• Experience with HVAC or plumbing permits and rebates is a plus.

Responsibilities

• Prepare, mail, and track permit packets and final permit letters to customers.
• Draft and distribute emails, letters, and internal correspondence.
• Assist with reports, compliance tracking, and recordkeeping.

Skills

Communication skills

Customer service

Organizational skills

Education

High school diploma or GED

Tools

Microsoft Word

Outlook

Job description

Future Opening: Administrative Assistant / Call Center Representative

Full Time - Elk grove

• 401(k)
• Health insurance
• Paid time off
• Vision insurance
• Competitive Compensation
• Paid Time Off

Job Summary

We are seeking a motivated and detail-oriented Administrative Assistant / Call Center Representative to support our HVAC and plumbing operations. This role plays a critical part in ensuring permits, rebates, inspections, and customer communications are handled accurately and on time for both trades.

The ideal candidate is highly organized, confident on the phone, and comfortable managing multiple deadlines while working closely with customers, inspectors, utilities, and internal teams.

Responsibilities

Permits, Rebates & Compliance (HVAC & Plumbing)

• Prepare, submit, and track building permits for HVAC and plumbing installations
• Manage rebate applications and documentation for:
  • SMUD
  • TECH Clean California
  • Manufacturer rebates
  • Plumbing-related utility and manufacturer rebates
• Ensure all required job documentation, certificates, and compliance forms are completed and submitted accurately
• Track permit and rebate status and follow up until final approval and closeout

Inspection & Testing Coordination

• Contact customers to schedule final inspections for HVAC and plumbing projects
• Coordinate HERS testing for applicable HVAC installations
• Track inspection and testing results and communicate outcomes internally
• Address inspection corrections and rescheduling as needed

Customer Communication & Call Center Duties

• Answer incoming calls and route them to the appropriate department
• Schedule and confirm service, installation, and inspection appointments
• Communicate clearly with customers regarding permit status, inspections, and rebate timelines
• Maintain professional, friendly, and confident communication on all calls
• Document customer interactions accurately in company systems
• Experience making outbound customer calls is preferred
• Comfortable with outbound customer communication (experience a plus)

Administrative & Office Support

• Prepare and mail permit packets and final permit letters to customers
• Draft and distribute emails, letters, and internal correspondence
• Assist with reports, compliance tracking, and recordkeeping
• Maintain organized digital and physical filing systems
• Follow and help improve office procedures related to permits, rebates, and inspections

Qualifications

• High school diploma or GED required; Associate’s degree or administrative training preferred
• Previous experience in administrative, call center, permitting, or customer service roles
• Experience with HVAC and/or plumbing permits and rebates is a plus
• Strong attention to detail and ability to manage time-sensitive documentation
• Comfortable communicating with customers, inspectors, utilities, and vendors
• Proficient in Microsoft Word, Outlook, and standard office software
• Highly organized with strong time-management and multitasking skills