Front Office Administrator Jobs

Reports to Sales Manager

FLSA Status Non-Exempt

The Company

Texas AirSystems is the largest independent HVAC Equipment and Solutions provider in Texas. Our company has grown to five offices and over 400 employees throughout Texas, with headquarters in Irving, next to the DFW airport. We are proud members of ASA, ASHRAE, BOMA, CEF, TEXO & USGBC. We represent over 60 manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‐added solutions to their complex problems

Our overall mission is simple we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in North America. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, the BEST company for our employees, and the BEST investment for our current and future shareholders.

The Opportunity

Fast growing Irving Manufacturer’s Rep. firm of commercial HVAC products seeks a front office administrator with an emphasis in customer service and a positive, upbeat, can-do attitude. This person must work well in high call volume, fast pasted multi phone line sales environment. Customer Service and excellent people skills a MUST. Position requires a high level of correspondence with sales team and with customers & vendors. Must be proficient in Microsoft applications, and be able to work well with others.

• Maintain and update the “Out of Office” outlook calendar for all associates.
• Performs other duties as assigned.
• Responsible for clerical and administrative support including faxing, copying and data entry as needed.
• Flexibility to work overtime/ weekends, as required.
• Order and Proof Business Cards
• Proficient PC skills including Microsoft Word, Excel, PowerPoint, and Outlook.
• Create and label job files
• Maintain the conference room scheduling
• Daily update the Bid Book.
• Sort, open and distribute mail daily
• Accountable for up-keep of daily “in/out of office” and communicating this with inbound callers
• HVAC, Mechanical Contracting, Engineering or Construction industry experience a plus
• Experienced in customer service, enjoy working both independently and in a fast paced sales team environment.
• Responsible for 10 line phone system, seeking out an associate who will assist customer, not just forward to extensions and VM.
• 5 Years experience in a multi-line environment
• Weekly ordering office supplies, receiving and distribution
• Ability to multi-task, prioritize and strong organizational skills are essential.

Other Skills/Abilities

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in an office environment and possibly, occasionally in the field.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Texas AirSystems is an Equal Opportunity Employer