Front Office Coordinator: Dispatch & Admin Support

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

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.