HVAC Operations & Admin Assistant

Accurate Mechanical; Circleville (OH); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

PTO

Paid holidays

401(k) match

125 Plan

Job summary

Accurate Mechanical seeks an Administrative Assistant to provide comprehensive administrative support, manage calendars, handle multi-line phone systems, and assist with travel arrangements and invoicing. The role supports project management and office operations to ensure smooth workflow.

The ideal candidate will have at least 2 years in an administrative role, proficiency with Microsoft Office, and strong organizational skills, with HVAC familiarity considered a plus.

Qualifications

• High school diploma or equivalent required; associate degree or higher preferred.
• 2+ years proven experience in an administrative or clerical role, preferably in a technical or facilities management environment.
• Proficiency in calendar management and multi-line phone systems.
• Basic knowledge of invoice processing and records management.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.

Responsibilities

• Manage and maintain calendars for multiple team members, scheduling meetings and appointments efficiently.
• Operate multi-line phone systems to handle incoming calls, direct inquiries, and take messages accurately.
• Process invoices and assist with financial documentation to support project management and accounting functions.
• Coordinate travel arrangements including booking flights, accommodations, and transportation for staff as needed.
• Perform general clerical duties such as filing, records management, and maintaining organized office supplies.
• Respond promptly and appropriately to instructions from supervisors and team members to ensure tasks are completed on time.
• Support HVAC systems-related administrative tasks by coordinating with technical teams and managing related documentation.
• Assist in project management activities by tracking deadlines, preparing reports, and facilitating communication among stakeholders.

Skills

Calendar management

Multi-line phone systems

Invoice processing

Records management

Organizational skills

Travel arrangements

Communication skills

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office Suite

Outlook

Excel

Job description

Accurate Mechanical seeks an Administrative Assistant to provide comprehensive administrative support, manage calendars, handle multi-line phone systems, and assist with travel arrangements and invoicing. The role supports project management and office operations to ensure smooth workflow.

The ideal candidate will have at least 2 years in an administrative role, proficiency with Microsoft Office, and strong organizational skills, with HVAC familiarity considered a plus.