Front Office Assistant

Fidelity Building Services Group; Newport News, Northern (VA, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Masters Mechanical, a Fidelity Building Services Group company, in Newport News, VA, seeks a dependable Front Office Assistant to support daily operations. You will handle vendor invoices, dispatch coordination, data entry, and document management while assisting multiple teams in a fast-paced environment.

The role requires detail orientation, strong communication, and the ability to adapt to varying tasks as part of a confidential service support team for commercial HVAC and mechanical

Qualifications

• High school diploma or equivalent required.
• Experience in office, administrative, dispatch, or customer service preferred.
• Strong attention to detail and accuracy for invoices and financial data.
• Comfortable with computers, email, Microsoft Office, and business software.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks in a changing environment.
• Excellent communication and interpersonal abilities.
• Ability to work independently and as part of a team.
• Professional, dependable, and proactive attitude.
• HVAC, construction, or service industry experience is a plus.

Responsibilities

• Input and process vendor invoices accurately and timely.
• Assist dispatch with scheduling, technician coordination, and admin tasks.
• Enter and maintain information in company systems and databases.
• Organize and maintain office records, invoices, and work orders.
• Provide general administrative support across departments.
• Answer phones, handle routine inquiries, and direct calls as needed.
• Coordinate communication among office staff, technicians, vendors, and partners.
• Track paperwork and ensure information is complete and correct.
• Prepare, scan, file, and distribute documents; support various projects.

Skills

Attention to detail

Organizational skills

Time management

Communication

Team player

Independent worker

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