Front Office Assistant

MASTERS MECHANICAL; Newport News (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Masters Mechanical in Newport News, VA is seeking a dependable Front Office Assistant to support daily operations. You will handle vendor invoice entry, dispatch support, data entry, document management, and various office tasks to keep the service workflow smooth for commercial HVAC operations.

The ideal candidate is detail-oriented, comfortable in a fast-paced environment, and ready to collaborate with the service, operations, accounting, and management teams.

Qualifications

• High school diploma required.
• Prior office or administrative experience preferred.
• Attention to detail and accuracy essential, especially with invoices.
• Proficient with computers, email, and business software.

Responsibilities

• Input and process vendor invoices accurately and timely.
• Assist dispatch with scheduling and coordination.
• Enter and maintain data in company systems.
• Organize and maintain office records, invoices, and work orders.
• Answer phones and route inquiries to appropriate teams.
• Coordinate communication between office staff, technicians, vendors, and partners.
• Prepare and file documents; support various projects as needed.

Skills

Detail-oriented

Strong organizational skills

Time-management

Communication skills

Independent worker

Team player

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Position Overview

Masters Mechanical is seeking a dependable and organized Front Office Assistant to support the day-to-day operations ofour Newport News office. This position will provide administrative support across several areas of the business, includingvendor invoice entry, dispatch assistance, data entry, document management, and other office-related tasks as needed.The ideal candidate is detail-oriented, comfortable working in a fast-paced environment, and willing to jump in whereversupport is needed. This is a great opportunity for someone who enjoys variety and wants to be an important part of a team supporting commercial HVAC and mechanical service operations.

Essential Duties & Responsibilities

• Input and process vendor invoices accurately and in a timely manner.
• Assist the dispatch team with scheduling, technician coordination, and other administrative tasks as needed.
• Enter and maintain information in company systems and databases.
• Assist with organizing and maintaining office records, invoices, work orders, and other documentation.
• Provide general administrative support to the service, operations, accounting, and management teams.
• Assist with answering phones, responding to routine inquiries, and directing calls or information to the appropriate team member.
• Help coordinate communication between office personnel, technicians, vendors, and other business partners.
• Assist with tracking paperwork and ensuring required information is complete and accurate.
• Prepare, organize, scan, file, and distribute documents as needed.
• Support various projects and administrative tasks based on business needs.
• Maintain a professional, organized, and customer-focused office environment.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous office, administrative, accounting, dispatch, or customer service experience preferred.
• Strong attention to detail and accuracy, particularly when entering invoices and other financial information.
• Comfortable working with computers, email, Microsoft Office, and other business software.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks and adjust to changing needs throughout the day.
• Strong communication and interpersonal skills.
• Ability to work independently while also being a team player.
• Professional, dependable, and willing to take initiative.
• Experience in HVAC, construction, mechanical contracting, or another service-related industry is a plus, but not required.

What We're Looking For

The successful candidate will be someone who takes ownership, stays organized, and is willing to help whereverneeded. Because this role supports multiple areas of the business, flexibility and a positive attitude are just as important asadministrative skills. If you are detail-oriented, enjoy working with a team, and are looking for a position where every day can be a little different, wewould like to hear from you.

About Masters Mechanical

Masters Mechanical, a Fidelity Building Services Group company, is a Class A commercial and industrial HVAC/mechanicalcontractor headquartered in Newport News, Virginia. The company provides installation, retrofit and replacement, preventivemaintenance, service agreements, and emergency repair services throughout the Tidewater region. Masters Mechanicalserves customers across commercial, industrial, education, healthcare, government, manufacturing, and hospitality markets.Masters Mechanical is committed to providing responsive service, quality workmanship, and dependable solutions for its customers while building a strong team environment for its