Service Department Administrative Assistant

TriState HVAC Equipment LLP.; West Conshohocken (PA); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Health, Dental, Vision Insurance

401(k) plan

Paid vacation, holidays and PTO

Job summary

TriState HVAC Equipment Company, LLC is seeking a full-time Administrative Assistant to support the Service Department in the West Conshohocken, PA office. The role focuses on handling service calls, coordinating tasks, data entry, and keeping service operations organized.

The ideal candidate will have prior office experience, strong MS Office skills, excellent communication, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Experience in an administrative or office support role is required.
• Experience in service, field-service, or trade environment is highly preferred.
• Strong data entry with high accuracy and ability to learn new software.
• Proficient in Microsoft Office and comfortable with multiple tasks in fast-paced environment.
• Excellent verbal and written communication.
• Reliable, punctual, in-office availability 8:30 AM–5:00 PM, Monday–Friday.

Responsibilities

• Answer service-related phone calls.
• Provide backup support to coordinators.
• Process Work Authorization forms.
• Create Service Jobs.
• Accounts Payable data entry.
• Organize travel arrangements for technicians.
• Assist with training registration.
• Update technician certifications in software.
• Technician onboarding items – PO#s for tools and truck stock, Park Mobile set Up.

Skills

Data entry

Organizational skills

Communication

Time management

Attention to detail

Confidentiality

Reliability

Punctuality

Tools

Microsoft Office Suite

Word

Excel

Outlook

Job description

Job Title: Administrative Assistant (Service Department)

Company: TriState HVAC Equipment Company, LLC

Department: Service Department

Reports To: Service Manager

Location: West Conshohocken, PA (In-Office)

Job Type: Full-Time

About TriState HVAC

TriState HVAC Equipment, LLC is a leading provider of commercial HVAC solutions and a proud member of the Daikin Group. We are committed to delivering high-quality service to our clients while maintaining a supportive and efficient work environment.

Position Summary

TriState HVAC Equipment is adding a full-time, in-office Administrative Assistant to the Service department to close coverage gaps when team members are out of office and provide coordinator backup.

Key Responsibilities

• Answer service-related phone calls
• Provide backup support to coordinators
• Process Work Authorization forms
• Create Service Jobs
• Accounts Payable Data Entry
• Organize travel arrangements for technician
• Assist with training registration
• Update technician certifications in software
• Technician onboarding items – PO#s for tools and truck stock, Park Mobile set Up
• Provide general administrative support across the Service department as priorities shift
  

Qualifications

• Experience: Prior experience in an administrative or office support role is required, ideally in a service, field-service, or trade environment. Experience within the HVAC or similar service-based industry is highly preferred.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook). Strong data entry skills with a high degree of accuracy. Also is comfortable learning new software systems.
• Organizational Skills: Exceptional time management abilities with the capacity to multitask and prioritize effectively in a fast-paced environment.
• Communication: Excellent verbal and written communication skills.
• Attributes: A professional demeanor, strong interpersonal skills, and a keen eye for detail. Must be reliable, punctual, and capable of handling sensitive information with confidentiality.
• Attributes continued: Reliable, in-office availability for the full-time 8:30 AM – 5:00 PM schedule, Monday through Friday

Benefits

• Health & Wellness: Health, Dental, and Vision Insurance.
• Retirement: 401(k) plan.
• Time Off: Paid Vacation, Holidays, and Paid Time Off (PTO).

Why Join TriState HVAC?

• Growth:Opportunity to work directly with Revenue Operations to see how marketing drives business growth.
• Variety: A dynamic role that balances digital creativity with live event management.
• Culture: Join a supportive, expert-driven team in a successful, scaling company.