In-Office Administrative Assistant: Dispatch & Billing

Huy Cool Refrigeration LLC; Houston (TX); On-site; USD 24,796 - 33,062; Full time

Benefits offered by this job

Health insurance (50% employee premium

Paid holidays

Paid time off (5 days)

Opportunities for advancement

Ongoing training

Family-oriented workplace

Job summary

Huy Cool Refrigeration LLC in Houston, TX is seeking an Administrative Assistant to be the operational hub of the office. This full-time, in-office role supports dispatch, scheduling, invoicing, accounts receivable, and providing outstanding administrative support to keep operations running smoothly.

The ideal candidate is organized, detail-oriented, and customer-focused, with experience in an office environment and strong communication skills. Competitive pay and benefits offered.

Qualifications

• High School Diploma or GED required.
• Two years of administrative/office experience.
• Excellent verbal and written communication skills.
• Strong customer service skills.
• Outstanding organizational and time management abilities.
• Strong attention to detail and accuracy.
• Ability to multitask in a fast-paced environment.
• Professional phone etiquette.
• Dependable attendance and punctuality.
• Positive attitude with a willingness to learn.
• Strong computer and data entry skills.

Responsibilities

• Coordinate and dispatch daily service calls to field technicians.
• Schedule customer appointments and preventive maintenance visits.
• Monitor technician schedules and adjust priorities.
• Communicate arrival times, schedule updates, and service status with customers.
• Coordinate emergency service requests.
• Ensure efficient routing and technician utilization.
• Answer incoming phone calls professionally.
• Respond promptly to customer emails.
• Schedule service appointments.
• Provide excellent customer support and communication.
• Resolve routine customer concerns professionally.
• Build positive relationships with customers.
• Prepare and process work orders.
• Review technician paperwork for completeness and accuracy.
• Maintain electronic customer records.
• Organize digital files and documentation.
• Assist management with reports and administrative projects.
• Perform general office and clerical duties.
• Prepare customer invoices.
• Verify technician notes, labor, materials, and billable items.
• Process completed work orders promptly.
• Assist customers with billing questions.
• Ensure invoices are accurate and submitted on time.
• Monitor customer account balances.
• Send customer statements and invoice copies.
• Follow up on outstanding balances.
• Process customer payments.
• Maintain accurate customer records.
• Maintain an organized office environment.
• Order office supplies as needed.
• Support leadership with administrative initiatives.
• Identify opportunities to improve office processes and efficiency.

Skills

High school diploma or GED

Administrative experience

Customer service

Organizational skills

Attention to detail

Multitasking

Phone etiquette

Dependable attendance

Professional demeanor

Typing

Data entry

Education

High School Diploma or GED

Tools

ServiceTitan

QuickBooks

Outlook

Word

Excel

CRM/Field service software

Job description

Huy Cool Refrigeration LLC in Houston, TX is seeking an Administrative Assistant to be the operational hub of the office. This full-time, in-office role supports dispatch, scheduling, invoicing, accounts receivable, and providing outstanding administrative support to keep operations running smoothly.

The ideal candidate is organized, detail-oriented, and customer-focused, with experience in an office environment and strong communication skills. Competitive pay and benefits offered.