office administrator

A Plus Quality Inc is seeking a highly organized and customer-oriented Office Administrator to join our dynamic team. The ideal candidate will have excellent communication skills and a strong ability to multitask. *Responsibiltes: * * Manage and maintain daily office administrative functions, including filing, data entry, documentation, customer records, and general office organization. * Answer incoming telephone calls, emails, and other customer inquiries in a professional, courteous, and timely manner. * Provide exceptional customer service, including responding to customer concerns, resolving issues where possible, and escalating matters to management when required. * Schedule HVAC service appointments, maintenance visits, installations, inspections, and follow-up appointments, including coordinating schedules with technicians and customers. * Send appointment confirmations, reminders, follow-up communications, and other customer notifications as required. * Follow up with customers following service calls to confirm satisfaction, address concerns, obtain required information, and identify additional service requirements. * Manage and maintain assigned customer accounts and develop professional relationships with customers, property managers, suppliers, and other business contacts. * Assist with customer retention and business development activities, including contacting existing and prospective customers regarding Company services. * Contact prospective customers and property managers to introduce and promote the Company's HVAC services and assist with generating new business opportunities. * Assist with obtaining, monitoring, and responding to customer reviews and online feedback in accordance with Company policies. * Process and coordinate equipment and parts warranty claims, including gathering required documentation, communicating with manufacturers and suppliers, submitting claims, and following up until resolution. * Order replacement parts, equipment, and materials as directed and maintain accurate records of orders, deliveries, backorders, and outstanding requirements. * Assist with inventory management, including monitoring stock levels, receiving and organizing materials, and communicating inventory requirements to management. * Prepare, maintain, and process work orders, service documentation, purchase orders, invoices, quotations, reports, and other administrative records. * Use and maintain Company software and systems, including QuickBooks, Microsoft Office, Google Workspace, field service management software, scheduling systems, customer databases, and other systems designated by the Company. * Assist with accounts receivable, accounts payable, invoice follow-up, payment collection, and other administrative financial functions as directed by management. * Assist with marketing, advertising, social media, customer communications, promotions, and sales initiatives as required. * Maintain accurate and up-to-date customer, technician, equipment, warranty, supplier, and service information. * Maintain the confidentiality and security of Company records, customer information, pricing, financial information, employee information, and other proprietary information. * Work independently while maintaining effective communication with Company management, technicians, customers, suppliers, and other employees. * Perform other reasonable administrative, customer service, operational, marketing, sales, or related duties as may be assigned by the Company from time to time. *Qualifications: * * Experience in office administration or customer service is preferred. * Strong organizational and time management skills. * Excellent communication and interpersonal skills. * Proficiency in QuickBooks, Microsoft Office Suite & Google Workspace * Previous experience in office administration, customer service, or a service-based industry preferred * Experience with field service management software is preferred * Ability to work