Administrative Assistant for Service Department - New Orleans

Mechanical Concepts, LLC; New Orleans (LA); On-site; USD 20,664 - 34,440; Full time

Benefits offered by this job

Paid vacation

Health insurance (50% company-paid for employee or family)

Long-term disability coverage (60% of salary; 100% company-paid after 90 days)

$20,000 company-paid life insurance (after 90 days)

401(k) with up to 4% company match

Profit-sharing contribution (historically funded)

Job summary

A HVAC service provider in New Orleans is looking for a highly organized Administrative Assistant for their Service Department. This full-time in-office role involves supporting daily operations, managing inventory, and coordinating vendor communications. The ideal candidate has strong communication skills and proficiency in Microsoft Office. The position offers opportunities for growth within the company and comprehensive benefits, including health insurance and a 401(k) with matching. Remote work is available during weather events or illness.

Qualifications

• Strong verbal and written communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel).
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and work independently.

Responsibilities

• Receive and track materials for work orders.
• Coordinate with vendors to resolve damaged or incorrect material shipments.
• Monitor open purchase orders and follow up on past-due items.
• Track requests for proposals (RFPs) and change authorizations.
• Process PTO requests for service staff.
• Order and manage technician uniforms.
• Maintain records of company vehicles and drivers.
• Provide administrative support to Service Managers as needed.

Skills

Strong verbal and written communication skills

Proficiency with Microsoft Office (Outlook, Word, Excel)

Strong organizational skills

Attention to detail

Ability to prioritize tasks and work independently

Experience with inventory or receiving

Job description

Administrative Assistant for Service Department

Who We Are

We are Mechanical Concepts LLC, an established HVAC equipment distribution and service company with a strong track record, now expanding into the South Louisiana market. We are the Factory-authorized service and warranty provider for Daikin Equipment.

This is a unique opportunity to join a growing operation at the ground level and be part of building a strong local service team from the start.

Overview

We are seeking a highly organized Administrative Assistant to support our Service Department.

This is not a typical administrative role. This is the first person in this position within a new and growing division, offering the opportunity to take ownership, help shape processes, and become a key part of how the department operates.

The right candidate will not only support daily operations but will also have the opportunity to grow with the company. As the business expands, this role can evolve into other areas of the organization based on performance, initiative, and interest.

If you are someone who wants more than just a job-someone who wants to learn the business, contribute, and build a long-term career-this is the role for you.

Key Responsibilities

• Receive and track materials for work orders; maintain accurate inventory records
• Coordinate with vendors to resolve damaged or incorrect material shipments
• Monitor open purchase orders and follow up on past-due items
• Track requests for proposals (RFPs) and change authorizations; update technician incentive records
• Process PTO requests for service staff
• Order and manage technician uniforms
• Maintain records of company vehicles and drivers; serve as point of contact for fuel card vendors
• Maintain on-call schedules and department calendars
• Provide administrative support to Service Managers as needed
• Perform other duties as assigned

Qualifications

• Strong verbal and written communication skills
• Proficiency with Microsoft Office (Outlook, Word, Excel)
• Strong organizational skills and attention to detail
• Ability to prioritize tasks and work independently
• Experience with inventory or receiving is a plus

Full-time, in-office position in the New Orleans / Metairie area. Remote work only during weather events or illness.

Compensation and Benefits

• Hourly pay based on experience
• Overtime paid as needed
• Paid vacation
• Health insurance (50% company-paid for employee or family; eligibility after 90 days)
• Long-term disability coverage (60% of salary; 100% company-paid after 90 days)
• $20,000 company-paid life insurance (after 90 days)
• 401(k) after one year with up to 4% company match
• Profit-sharing contribution (historically funded)

Equal Opportunity Employer

We are an equal opportunity employer and consider all qualified applicants, including individuals with disabilities and protected veterans.