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 a dependable 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.

The position is Full-Time, in Office, Monday-Friday 7:30 AM - 4:30 PM, with an annual salary of $35,600–$40,000. No HVAC experience required; training provided to the right candidate.

Qualifications

• 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.

Responsibilities

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

Skills

Organizational skills

Professional communication

Multitasking

Basic computer skills

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.

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

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.

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.