HVAC Virtual Assistant

Responsibilities
Office Administration & Scheduling

Coordinate daily and weekly schedules for HVAC technicians, ensuring timely dispatch for service calls and installations.

Manage incoming calls, emails, and customer inquiries, providing friendly and professional communication.

Confirm appointments with customers, send reminders, and follow up as needed.

Track open work orders and ensure jobs are completed on time.

Follow up on invoice billing, payment collection, and overdue accounts.

Distributor & Vendor Relations

Serve as the main contact for distributors, parts suppliers, and vendors.

Manage inventory orders, parts tracking, and delivery schedules to support field operations.

Ensure purchase orders, invoices, and credit terms with suppliers are accurate and up to date.

Customer Service & Retention

Respond to customer calls and emails promptly, assisting with scheduling, service questions, and issue resolution.

Maintain strong relationships through consistent communication and professional support.

Assist with customer follow-ups to ensure satisfaction after jobs are completed.

Digital Marketing & Online Presence

Manage and update the Google Business Profile with accurate business information, photos, and posts.

Support local SEO efforts, including managing reviews and business directory listings.

Assist with social media support, including scheduling and organizing content to keep the business visible online.

Administrative Support

Prepare and manage permits, invoices, estimates, and quotes.

Maintain spreadsheets, job tracking systems, and digital filing systems.

Provide daily administrative support, including inbox management, calendar management, and reporting.

Qualifications

5+ years of experience as an office administrator, dispatcher, or virtual assistant (HVAC or service industry preferred).

Experience with HVAC office admin work: scheduling technicians, coordinating with customers, and managing billing.

Strong organizational skills with the ability to juggle multiple priorities.

Excellent communication skills (phone, email, and written).

Familiarity with Google Business Profile, local SEO basics, and social media management.

Proficiency with Google Workspace, Microsoft Office, scheduling tools, and job management software.

Experience working with distributors, vendors, or supply chain coordination.

Key Traits

Proactive, detail-oriented, and solution-focused.

Reliable and trustworthy, with a commitment to supporting long-term business growth.

Comfortable balancing customer service, scheduling, and back-office tasks.

Able to work independently in a remote setting while staying highly responsive.

NEEDS TO BE FAMILIAR WITH HOUSECALL PRO