Job Description

Job Description

Job Description

Office/ Service Assistant

We are seeking a reliable, detail-oriented, and highly organized Office/ Service Assistant to support both office operations and service manager. This role is essential to ensuring smooth office workflow, efficient field service scheduling, and high levels of customer satisfaction.

Location: Kelly Building – 8431 Old Marlboro Pike, Upper Marlboro, MD 20772

Schedule: Monday to Friday, 8:00 AM – 4:30 PM
Employment Type: Full-Time (40 hours/week)

Key Responsibilities

• Manage front desk operations, including greeting visitors, answering phones, and providing general administrative support.
• Enter and post purchase orders accurately; assist with accounts payable by reviewing statements and preventing duplicate entries.
• Maintain vendor compliance documentation, including Certificates of Insurance (COIs) and W9 forms.
• Update and manage operational spreadsheets for truck stock, truck tools, shop inventory, refrigerant, equipment, vehicle maintenance, subcontractors, and company directory.
• Track and follow up on outstanding payments to support collections’ efforts.
• Coordinate travel arrangements and manage scheduling for conference rooms and meetings.
• Support Project Managers and Service Manager with scheduling and coordination of service work.
• Assist Service Manager and Field Technicians by ensuring efficient task assignment and resource utilization.
• Communicate effectively with customers, managers, technicians, and vendors/subcontractors to facilitate smooth service operations.
• Provide backup dispatch support to Service Manager while maintaining high service standards.
• Assist Service department remotely and on-site when needed.
• Oversee company vehicle maintenance and repairs.
• Track and oversee truck tools and stock inventory.
• Refer major project quote requests to Owners or Project Managers.
• Address unresolved issues related to dispatch or field employee performance.
• Contribute to the development and reporting of service department performance metrics.

Founded in 1994, for over 30 years, Kelly HVAC has specialized in providing affordable heating and air conditioning solutions for local government and commercial customers. Working throughout the Maryland, Virginia, and D.C. areas, our experienced technicians are available to help diagnose and repair customer's HVAC needs.

Company Description

Founded in 1994, for over 30 years, Kelly HVAC has specialized in providing affordable heating and air conditioning solutions for local government and commercial customers. Working throughout the Maryland, Virginia, and D.C. areas, our experienced technicians are available to help diagnose and repair customer's HVAC needs.

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