Office Administrator/Receptionist

TradeCore Recruiting; Vienna (VA); On-site; USD 38,000 - 52,000; Full time

Job summary

Tom Muse Service Company in Northern Virginia is seeking an organized Office Administrator/Receptionist to be the first point of contact for customers and support both field technicians and office operations.

You'll handle inbound calls, schedule service visits and installations, coordinate technician dispatch, maintain customer records, and assist with general office tasks. Experience in customer service and scheduling is valued.

Qualifications

• Previous customer service, dispatching, call center, office administration, or scheduling experience preferred.
• Strong communication skills and professional phone etiquette.
• Excellent organizational and multitasking abilities.
• Comfortable working with computer software and learning new systems.
• Ability to stay calm and organized in a busy environment.

Responsibilities

• Answering inbound customer calls and providing exceptional service.
• Scheduling service calls, maintenance appointments, and installations.
• Coordinating technician schedules and dispatching calls efficiently.
• Following up with customers regarding appointments and service updates.
• Managing customer records and maintaining accurate information in company software.
• Assisting with administrative and office support tasks.
• Processing paperwork, work orders, and job documentation.
• Supporting management with special projects and day-to-day office organization.
• Helping create a positive customer experience from the first phone call to job completion.

Skills

Customer service

Scheduling

Office administration

Communication skills

Multitasking

Tools

CRM software

Dispatch software

Job description

Office Administrator/Receptionist

Join a growing team where your work truly matters.

Tom Muse Service Company is a trusted name in residential HVAC service throughout Northern Virginia. Under new ownership, we're building on a strong foundation while investing in our people, processes, and future growth. We're looking for an organized, customer-focused Office Administrator/Receptionistwho thrives in a fast-paced environment and enjoys helping customers while keeping the office running smoothly.

If you're looking for a company where you'll be known by name—not treated like a number—we'd love to meet you.

What You'll Do

As our Office Administrator/Receptionist, you'll be the first point of contact for many of our customers and play a critical role in supporting both the field team and office operations.

Responsibilities include:

• Answering inbound customer calls and providing exceptional service
• Scheduling service calls, maintenance appointments, and installations
• Coordinating technician schedules and dispatching calls efficiently
• Following up with customers regarding appointments and service updates
• Managing customer records and maintaining accurate information in company software
• Assisting with administrative and office support tasks
• Processing paperwork, work orders, and job documentation
• Supporting management with special projects and day-to-day office organization
• Helping create a positive customer experience from the first phone call to job completion

What We're Looking For

• Previous customer service, dispatching, call center, office administration, or scheduling experience preferred
• Strong communication skills and professional phone etiquette
• Excellent organizational and multitasking abilities
• Comfortable working with computer software and learning new systems
• Ability to stay calm and organized in a busy environment
• Positive attitude and team-first mentality
• HVAC, plumbing, home service, or trades industry experience is a plus, but not required

Why Join Tom Muse?

• Family-oriented culture where employees are valued
• Growing company with opportunities for advancement
• Supportive leadership team committed to your success
• Stable, year-round work
• Opportunity to help shape processes and contribute to company growth
• Work with a team that genuinely cares about customers and employees

Compensation & Benefits

• Competitive pay based on experience
• Paid time off
• Paid holidays
• Ongoing training and development
• Career growth opportunities

We conduct pre-employment screenings. We are an Equal Opportunity Employer AA/EOE/M/F/V/D. In compliance with the Americans with Disabilities Act, we may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.