Office Assistant

Greater Comfort Mechanical; Newport (KY); On-site; USD 36,000 - 40,000; Full time

Benefits offered by this job

100% Employer-Paid Health Insurance

Dental Insurance

Vision Insurance

401(k) Retirement Plan

Paid Time Off (PTO)

Paid Holidays

Professional Development Opportunities

Stable Monday-Friday Schedule

Job summary

Greater Comfort Mechanical is seeking an Office Assistant to support daily operations for a growing HVAC company. This role offers a long-term career path in administration, customer service, and office operations.

The position is full-time and in-office, Monday through Friday, 7:30 AM to 4:30 PM, with a salary range of $35,600–$40,000 per year. Prior HVAC experience is not required, and training is provided.

Qualifications

• High school diploma or GED is required or equivalent.
• Basic computer skills with Microsoft Outlook, Word and Excel.
• Reliable attendance and strong work ethic are essential.

Responsibilities

• Answer and direct incoming phone calls and take messages.
• Assist customers, vendors and employees with general inquiries.
• Upload and manage documents through portals and maintain filing systems.
• Track company-issued phones and equipment records.
• Support cross-training and special projects as needed.

Skills

Organizational skills

Communication skills

Multitasking

Customer service

Education

High school diploma or GED

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

$35,600 - $40,000 Annual Salary

Join the Team at Greater Comfort Mechanical

Greater Comfort Mechanical is seeking a dependable and organized Office Assistant to support the daily operations of our growing commercial HVAC company. This role is ideal for someone looking to build a long-term career in administration, customer service, and office operations.

We are looking for a positive, detail-oriented individual who enjoys helping others, staying organized, and learning new skills. Previous HVAC experience is not required. We are willing to train the right candidate.

Full-Time | In Office Monday-Friday | 7:30 AM - 4:30 PM $35,600 - $40,000 Annual Salary

What You'll Do

Customer Service & Phone Support

• Answer and direct incoming phone calls.
• Take messages and route calls to the appropriate department.
• Assist customers, vendors, and employees with general inquiries.
• Provide friendly and professional customer service.

Document Management & Portals

• Upload and manage documents through customer and vendor portals.
• Organize and maintain electronic and paper filing systems.
• Scan, file, and shred company documents.
• Ensure records are accurate and properly maintained.

Insurance & Compliance Support

• Prepare, distribute, and track Certificates of Insurance (COIs).
• Manage customer and mall COI requests and requirements.
• Maintain insurance-related records and documentation.
• Follow up on outstanding compliance documentation.

Technology Tracking

• Track company-issued phones, tablets, and other technology.
• Maintain accurate equipment assignment records.
• Assist with technology distribution and returns.

Operations Support & Cross Training

• Crosstrain on parts ordering and purchasing support.
• Assist with coordinating crane and lift rentals when needed.
• Follow up on manufacturer and vendor warranty claims.
• Support special projects and other office functions assigned.
• Provide backup support to other departments as needed.

What We're Looking For

• High school diploma or GED.
• Strong organizational skills and attention to detail.
• Professional communication skills.
• Ability to multitask and manage changing priorities.
• Basic computer skills, including Microsoft Outlook, Word, and Excel.
• Dependable attendance and a strong work ethic.
• Willingness to learn new systems and processes.

Preferred Qualifications

• Previous office, administrative, receptionist, or customer service experience.
• Experience working with online portals or document management systems.
• Experience in construction, service, or trades industries is a plus, but not required.

Benefits

• 100% Employer-Paid Health Insurance
• Dental Insurance
• Vision Insurance
• 401(k) Retirement Plan
• Paid Time Off (PTO)
• Paid Holidays
• Professional Development Opportunities
• Stable Monday-Friday Schedule

Why Join Greater Comfort Mechanical?

At Greater Comfort Mechanical, you'll be part of a team that values collaboration, accountability, and personal growth. This position offers the opportunity to learn multiple aspects of the business, including customer service, compliance, operations support, purchasing, and administrative functions. If you're looking for a position where you can grow your skills and make a meaningful contribution, we'd love to hear from you.