Office Administrator

Fortiuscap; Vail (CO); On-site; USD 52,000 - 83,000; Full time

Job summary

Yeti Mechanical, based in Gypsum, CO, is seeking an Office Administrator to support owners and technicians in a hands-on, in-office role. You will manage calls, emails, scheduling, estimates, invoices, and client communications to keep operations flowing smoothly.

Ideal candidates are organized, dependable, and able to juggle priorities with minimal supervision. Prior experience with Jobber and MS 365 is highly valued as we grow the team.

Qualifications

• Strong computer skills are essential for this position.
• Experience with Jobber or similar field-service CRM is preferred.
• Familiarity with Microsoft 365 apps (Outlook, Excel, Word) and QuickBooks Online is a plus.

Responsibilities

• Answering and managing incoming phone calls, emails, and customer inquiries
• Scheduling and coordinating service calls, installations, and technician schedules
• Communicating with customers regarding appointments, scheduling, estimates, and job status
• Creating and maintaining customer and job information in Jobber
• Preparing and sending estimates, invoices, and customer communications
• Following up on outstanding estimates, invoices, and payments
• Processing and recording customer payments
• Assisting with basic bookkeeping and administrative accounting tasks
• Coordinating with vendors and suppliers regarding materials, orders, invoices, and paperwork
• Maintaining organized electronic and physical records
• Assisting with permits, inspections, equipment registrations, warranties, and project documentation
• Tracking jobs and outstanding administrative items through completion
• Helping coordinate communication between the office and field technicians
• Assisting the owners and technicians with day-to-day administrative needs
• Recognizing items that need attention and following through

Skills

Customer service

Communication

Prioritization

Independent work

Data entry

Tools

Jobber

Microsoft 365

Outlook

Excel

Word

Cloud storage

QuickBooks Online

Job description

This is afull-time, in-office position at our Gypsum location.

The Office Administrator works directly with the owners and technicians and communicates regularly with customers, vendors, suppliers, inspectors, and other contractors.

This is more than a receptionist position. We are looking for someone who can help manage the flow of information through the company, keep track of outstanding items, and make sure things don’t fall through the cracks.

The ideal candidate is organized, dependable, comfortable juggling multiple priorities, and capable of taking ownership of their responsibilities without needing constant supervision.

Responsibilities

Responsibilities will include:

• Answering and managing incoming phone calls, emails, and customer inquiries
• Providing professional and friendly customer service
  Scheduling and coordinating service calls, installations, and technician schedules
• Communicating with customers regarding appointments, scheduling, estimates, and job status
• Creating and maintaining customer and job information in Jobber
• Preparing and sending estimates, invoices, and customer communications
• Following up on outstanding estimates, invoices, and payments
• Processing and recording customer payments
• Assisting with basic bookkeeping and administrative accounting tasks
• Coordinating with vendors and suppliers regarding materials, orders, invoices, and paperwork
• Maintaining organized electronic and physical records
• Assisting with permits, inspections, equipment registrations, warranties, and project documentation
• Tracking jobs and outstanding administrative items through completion
• Helping coordinate communication between the office and field technicians
• Assisting the owners and technicians with day-to-day administrative needs
• Recognizing items that need attention and following through

As a small company, responsibilities may change from day to day. We are looking for someone who is comfortable jumping in where needed and helping keep the overall operation organized.

Software & Computer Skills

Strong computer skills are important for this position.

Previous experience with the following programs is preferred:

• Jobberor similar field-service/customer-management software
• Microsoft 365 / Microsoft Office
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Cloud-based file storage and document management
• QuickBooks Online or similar accounting software is a plus

Applicants should be comfortable working between multiple programs throughout the day and learning new software when necessary. Strong Excel, email, data-entry, document-management, and general computer skills are highly valued.

What We’re Looking For

The right person for this position will be:

• Dependable and punctual
• Highly organized and detail-oriented
• Professional and friendly with customers
• A strong communicator, both verbally and in writing
• Comfortable working independently
• Able to prioritize multiple tasks and handle interruptionsStrong with computers and administrative software
• Accurate with data entry and record keeping
• Comfortable communicating with technicians, vendors, suppliers, inspectors, and customers
• Able to follow established processes and procedures
• Able to recognize when something needs attention and take action
• Someone who takes ownership of their responsibilities and follows tasks through to completion
• Willing to learn about the HVAC and mechanical industry
• Interested in becoming a long-term part of a growing local company

Previous experience inoffice administration, scheduling, dispatching, customer service, bookkeeping, construction, HVAC, plumbing, or another skilled-trade businessis preferred.

Compensation

Salary range: $52,000–$83,200 per year, depending on experience.

Compensation will be based on relevant experience, including office administration, customer service, scheduling and dispatching, bookkeeping, HVAC or skilled-trade experience, and proficiency with Jobber, Microsoft 365, Outlook, Excel, QuickBooks, and similar business software.

What We Offer

Yeti Mechanical is a small and growing business, and this position is an opportunity to help us build the systems and processes we need as we continue to grow.

We want to be upfront thatwe do not currently offer company-sponsored health insurance.It is something we are actively working toward as the company grows, along with continuing to improve our overall employee benefits.

That growth is also part of why we’re hiring you. We need someone who can help us become more organized, improve our administrative systems, research and coordinate programs such as employee benefits, and help put the processes in place that a growing company needs.

You won’t be just another person in a large office. You’ll work directly with the owners and technicians, have a real voice in how our office operates, and have the opportunity to take on additional responsibility as Yeti Mechanical grows.

We offer competitive compensation, consistent weekday hours, a straightforward, team-oriented work environment, and — because we’re an HVAC company — yes, the office has air conditioning. We also love dogs!

This is an in-office position and is not a remote or work-from-home position.