Office Administrator

Harbor Point Heating and Air; Maryland; Hybrid; USD 42,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k)

Paid time off

Job summary

Harbor Point Heating and Air is seeking an Office Administrator to keep the office running smoothly, from scheduling and communications to invoicing and records management. The role starts in-office for training, then transitions to a hybrid schedule after onboarding.

Ideal candidates have HVAC or trades experience, strong organization, and comfort with scheduling software and basic accounting tools. Excellent phone etiquette and reliable, independent work are essential.

Qualifications

• Prior experience as an office administrator, coordinator, or in a similar role (HVAC or trades industry experience).
• Strong organizational skills and attention to detail.
• Comfortable with scheduling software and basic accounting tools.
• Excellent phone manner and customer service skills.
• Reliable and able to work independently once trained.

Responsibilities

• Answer phones, respond to customer inquiries, and schedule service appointments.
• Coordinate technician schedules and dispatch for service calls.
• Process invoices, payments, and basic bookkeeping tasks.
• Maintain customer records and service history in our system.
• Order and track supplies, parts, and equipment as needed.
• Handle general office correspondence, filing, and administrative support.
• Assist with permits, licensing paperwork, or vendor communications as needed.

Skills

Office administration

Scheduling software

Customer service

Independent work

Tools

Billing software

Job description

Job Description

Office Administrator – HVAC Company

Location: Baltimore County, MD | Hybrid after initial onboarding period | Full-Time

About the Role

We're an established HVAC company looking for an experienced Office Administrator to join our team right away. This role keeps our office running smoothly - managing schedules, customer communications, paperwork, and day-to-day operations that support our technicians and keep our customers happy.

This position starts with in-office for training and onboarding, then transitions to a hybrid schedule once you're up to speed.

What You'll Do

• Answer phones, respond to customer inquiries, and schedule service appointments
• Coordinate technician schedules and dispatch for service calls
• Process invoices, payments, and basic bookkeeping tasks
• Maintain customer records and service history in our system
• Order and track supplies, parts, and equipment as needed
• Handle general office correspondence, filing, and administrative support
• Assist with permits, licensing paperwork, or vendor communications as needed

What We're Looking For

• Prior experience as an office administrator, coordinator, or in a similar role (HVAC or trades industry experience)
• Strong organizational skills and attention to detail
• Comfortable with scheduling software and basic accounting tools
• Excellent phone manner and customer service skills
• Reliable and able to work independently once trained

What We Offer

• Competitive pay based on experience
• Hybrid schedule after initial in-office training period, potential for full remote
• Health, Dental, Vision, 401K Benefits, and PTO.
• A supportive, close-knit team environment