HVAC Front Desk & Office Coordinator

TradeCore Recruiting; Vienna (VA); On-site; USD 38,000 - 52,000; Full time

Job summary

Tom Muse Service Company in Northern Virginia is seeking an organized Office Administrator/Receptionist to be the first point of contact for customers and support both field technicians and office operations.

You'll handle inbound calls, schedule service visits and installations, coordinate technician dispatch, maintain customer records, and assist with general office tasks. Experience in customer service and scheduling is valued.

Qualifications

• Previous customer service, dispatching, call center, office administration, or scheduling experience preferred.
• Strong communication skills and professional phone etiquette.
• Excellent organizational and multitasking abilities.
• Comfortable working with computer software and learning new systems.
• Ability to stay calm and organized in a busy environment.

Responsibilities

• Answering inbound customer calls and providing exceptional service.
• Scheduling service calls, maintenance appointments, and installations.
• Coordinating technician schedules and dispatching calls efficiently.
• Following up with customers regarding appointments and service updates.
• Managing customer records and maintaining accurate information in company software.
• Assisting with administrative and office support tasks.
• Processing paperwork, work orders, and job documentation.
• Supporting management with special projects and day-to-day office organization.
• Helping create a positive customer experience from the first phone call to job completion.

Skills

Customer service

Scheduling

Office administration

Communication skills

Multitasking

Tools

CRM software

Dispatch software

Job description

Tom Muse Service Company in Northern Virginia is seeking an organized Office Administrator/Receptionist to be the first point of contact for customers and support both field technicians and office operations.

You'll handle inbound calls, schedule service visits and installations, coordinate technician dispatch, maintain customer records, and assist with general office tasks. Experience in customer service and scheduling is valued.