Office Administrator

Air Comfort, Inc; Ingleside (IL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance on day one

401(k) with company match

Short/long term disability

Life insurance

Job summary

Duane Blanton Plumbing, Sewer, Heating & Cooling is seeking an organized Office Administrator to support sales, service, installation, and leadership teams. You will manage paperwork, communications, and records throughout the customer journey from initial appointment to project completion.

The role emphasizes coordinating paperwork, providing administrative support, and maintaining efficient daily operations in a busy office environment.

Qualifications

• High school diploma or GED required.
• 2+ years in administrative support or office coordination.
• Strong communication and organizational skills.
• Proficient in Microsoft Office, especially Outlook and Excel.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional and dependable with a team-first attitude.

Responsibilities

• Assist with processing customer invoices, payments, financing paperwork, receipts, and related documentation.
• Prepare installation packets, rebate forms, warranty documents, and job closeout materials.
• Follow up with customers regarding appointments, satisfaction, and outstanding paperwork or documentation.
• Coordinate permits, bonds, and registrations with local municipalities.
• Manage incoming and outgoing mail, email communications, and general office correspondence.
• Maintain accurate and organized records through scanning, filing, document management, and record-retention practices.
• Order office supplies and maintain inventory levels for forms and materials.
• Communicate with vendors, subcontractors, utilities, municipalities, and inspectors as needed.
• Coordinate equipment repairs with outside service providers.
• Support new employee onboarding, including equipment issuance and uniform coordination.
• Help maintain a clean, organized, and professional office environment.
• Prepare reports and assist leadership with special projects and other administrative needs.

Skills

Communication

Organization

Attention to detail

MS Office

Education

High school diploma or GED

Tools

Outlook

Excel

Job description

Duane Blanton Plumbing, Sewer, Heating & Cooling is looking for an organized, dependable, and detail-oriented Office Administrator to join our team. This role is a great fit for someone who enjoys keeping things organized, supporting multiple teams, and making sure the day-to-day details don't fall through the cracks.

As our Office Administrator, you'll support our sales, service, installation, and leadership teams while helping keep daily office operations running smoothly. You'll coordinate paperwork, maintain records, communicate with customers and outside partners, and provide administrative support throughout the customer journey—from the initial appointment through project completion.

What You'll Do:

• Assist with processing customer invoices, payments, financing paperwork, receipts, and related documentation.
• Prepare installation packets, rebate forms, warranty documents, and job closeout materials.
• Follow up with customers regarding appointments, satisfaction, and outstanding paperwork or documentation.
• Coordinate permits, bonds, and registrations with local municipalities.
• Manage incoming and outgoing mail, email communications, and general office correspondence.
• Maintain accurate and organized records through scanning, filing, document management, and record-retention practices.
• Order office supplies and maintain appropriate inventory levels for forms and administrative materials.
• Communicate with vendors, subcontractors, utilities, municipalities, and inspectors as needed.
• Coordinate equipment repairs with outside service providers.
• Support new employee onboarding, including equipment issuance and uniform coordination.
• Help maintain a clean, organized, and professional office environment.
• Prepare reports and assist leadership with special projects and other administrative needs.

What Does It Take?

• High school diploma or GED required.
• 2+ years of experience in administrative support, office coordination, customer service, scheduling, dispatch, or a similar role.
• Strong communication skills, whether you're speaking with customers, coworkers, vendors, or outside partners.
• Excellent organizational skills and strong attention to detail.
• Intermediate Microsoft Office skills, particularly Outlook and Excel.
• Ability to manage multiple priorities and stay organized in a fast-paced environment.
• Comfortable learning new software, systems, and processes.
• Professional, dependable, and willing to jump in wherever support is needed.
• A positive, team-first attitude.

Why Duane Blanton?

• Stability: Join a company with a solid reputation and a track record of success in the HVAC and plumbing industry.
• Great Benefits: Enjoy a comprehensive benefits package, including health insurance on day one, 401(k) with company match, short term and long term disability, life insurance and more.
• Advancement Opportunities: We believe in promoting from within and providing our team members with opportunities to grow and advance in their careers.
• Competitive Compensation: Our compensation plan is designed to reward your hard work and dedication.

About Duane Blanton Services:

Duane Blanton Plumbing, Sewer, Heating & Cooling has been serving Round Lake and Northern Illinois area for over 30 years. We work tirelessly to provide our team with stellar pay, a positive workplace, and transparent communication so our team is consistently the happiest around!

Join Our Team:

If you're seeking a company where your work is valued, where you're treated like family, and where there's ample opportunity for career growth, Duane Blanton is the place for you.

Don't miss this opportunity to join a winning team!

EEOC statement: Atrium Home Services and its affiliated companies are dedicated equal opportunity employers and prohibit discrimination and harassment of any kind. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex (including pregnancy), sexual orientation, gender identity and/or expression, national origin, protected veteran status, disability, genetics, or citizenship status (when otherwise legally authorized to work) and will not be discriminated against based on such characteristics or any other status protected by the laws or regulations in the locations where we operate.