Administrative Assistant - HVAC Commercial Service Dispatcher

MB Haynes Corporation; Asheville (NC); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to support their Heating and Cooling functions. This role is vital for managing service calls, handling billing, and ensuring smooth interdepartmental communication. The ideal candidate will possess strong communication skills, critical thinking abilities, and a willingness to learn about HVAC functions. Join a 100% employee-owned company that values quality, commitment, and character, and enjoy a professional environment where you can further your career while contributing to a great team.

Benefits

401(k)

Health Insurance

Disability Plans

Life Insurance

Employee Assistance

Uniforms

Holidays

Qualifications

• Demonstrate integrity and professionalism aligned with company values.
• Proficiency in Microsoft Office Suite and ability to learn new software.

Responsibilities

• Schedule and manage incoming commercial service calls.
• Handle billing, work order pricing, and customer inquiries.

Skills

Communication Skills

Critical Thinking

Problem-Solving

Microsoft Office Suite

Dispatch Experience

Job description

Since 1921, MB HAYNES Corporation, in Asheville, NC, has provided solid, stable careers for many good people. As market leaders, we have enjoyed tremendous growth through the years, and we are poised for even greater growth in the future. We believe in our tag line, Quality, Commitment & Character all day, every day. If you are looking for a professional environment to both further your career and be a part of something great, become a member of our 100% Employee Owned MB HAYNES family.

Position Summary:

The Administrative Assistant will primarily support the Heating and Cooling functions and initiatives. This role involves handling all administrative duties related to the HVAC department and supporting interdepartmental functions.

Responsibilities:

1. Schedule, dispatch, and manage all incoming commercial service calls.
2. Handle billing and work order pricing.
3. Respond to customer questions, concerns, and complaints.
4. Process credit card payments.
5. Prepare weekly recaps.
6. Coordinate with Collections for past-due balances and discrepancies.
7. Follow-up on purchase orders with technicians and customers.
8. Review technician problem tickets.
9. Perform miscellaneous tasks for service managers and field employees as needed.
10. Scan and maintain files.
11. Enter material requisitions.

Requirements:

1. Demonstrate key traits such as integrity and professionalism, aligned with the HAYNES Way.
2. Previous dispatch experience is advantageous.
3. Ability to interact positively with internal and external customers.
4. Excellent written and verbal communication skills.
5. Strong critical thinking and problem-solving skills.
6. Willingness to learn about HVAC functions.
7. Proficiency in Microsoft Office Suite (Excel) and ability to learn internal software applications.
8. Ability to manage multiple tasks simultaneously.

Physical Requirements and Working Conditions:

The physical demands and environment characteristics include:

• Primarily office-based work.
• Physical activity such as sitting, standing, walking, kneeling, bending, crouching, reaching, and stair climbing.
• Occasional lifting/carrying of materials up to 50 lbs.
• Benefits include ESOP, 401(k), health insurance, disability plans, life insurance, voluntary supplemental insurances, legal services, employee assistance, tools and equipment assistance, uniforms, and holidays.