Proactive Administrative Assistant for Smooth Operations

Perfect Timing Heating & Cooling; United States; Remote; USD 48,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k) retirement plan

Professional growth

Supportive team environment

Wellness-minded practices

Job summary

Perfect Timing Heating & Cooling is seeking an Administrative Assistant to provide essential support for day-to-day operations. You will help keep schedules organized, records accurate, and communications flowing to enable the team to focus on priority work.

Role success means timely, accurate administrative assistance, professional handling of requests, and proactive process improvements to reduce delays and support a positive workplace experience.

Qualifications

• High school diploma or equivalent.
• 1+ years of administrative or office support experience.
• Strong proficiency with Microsoft Office (Word, Excel, Outlook) or similar productivity tools.
• Experience using scheduling tools and managing calendars.
• Ability to maintain accurate records and complete data entry with attention to detail.
• Comfort handling multiple priorities in a fast-paced, detail-oriented environment.
• Professional written and verbal communication skills.
• Strong organizational skills with the ability to follow processes and meet deadlines.
• Customer-focused mindset and respectful, inclusive approach to working with others.

Responsibilities

• Manage incoming calls, emails, and general inquiries, routing requests to the appropriate team members.
• Schedule appointments and coordinate calendars to support timely meetings and customer or internal needs.
• Maintain organized paper and electronic records, ensuring information is accurate and up to date.
• Prepare and update documents, spreadsheets, and forms using established templates and guidelines.
• Process routine administrative tasks, such as data entry, filing, and document tracking.
• Support document preparation by collecting required information and verifying details for completeness.
• Assist with maintaining inventory of office supplies and ordering materials as needed.
• Coordinate routine logistics for meetings, including room readiness and scheduling support.
• Support team workflows by tracking tasks, deadlines, and follow-ups to ensure timely completion.
• Communicate clearly and professionally with internal stakeholders and external contacts.

Skills

Microsoft Office

Scheduling tools

Data entry

Organization

Communication

Education

High school diploma

Tools

Microsoft Excel

Outlook

Word

Job description

Perfect Timing Heating & Cooling is seeking an Administrative Assistant to provide essential support for day-to-day operations. You will help keep schedules organized, records accurate, and communications flowing to enable the team to focus on priority work.

Role success means timely, accurate administrative assistance, professional handling of requests, and proactive process improvements to reduce delays and support a positive workplace experience.