Office Administrator

Office Administrator

GildAir Services specializes in air conditioning and ventilation installation services, offering innovative solutions for residential and commercial clients. We are committed to services, offering innovative solutions for residential and commercial clients.

We are committed to excellence and seek a dedicated Office Administrator to support our operations and ensure smooth day-to day functioning.

Summary

The office administrator will manage office operations for our air conditioning and ventilation installation company. This role demands a detail-orientated individual who can work independently, handle multiple tasks, and support the needs of our team. Strong orginisational skills and the ability to work under own initiative are essential.

Key Responsibilities

Office Management:

• Coordinate daily office activities, including scheduling and managing appointments for installation projects.
• Maintain inventory of office supplies and ensure timely restocking.
• Ensure the office is organised and professional.

Administrative Support:

• Handle client enquiries, schedule service calls, and coordinate with field technicians.
• Prepare and process invoices, purchase orders, and expense reports related to installations and maintenance.
• Manage and maintain electronic and paper filing systems, ensuring accuracy and confidentiality.

Communication:

• Act as main point of contact for clients and vendores, addressing inquiries and resolving issues.
• Answer and direct phone calls, emails, and other communications effectively.
• Assist in preparing reports on service activities, project status, and other relevant documentation.

Project Coordination:

• Support the scheduling and coordination of installation projects, ensuring timely and efficient service delivery.
• Monitor project progress and communicate updates to clients and internal teams.

HR Assistance:

• Assist with onboarding new employees and maintaining personnel records.
• Support HR tasks such as benefits administration and training coordination.

Other Duties:

• Handle special projects and assignments as required.
• Ensure compliance with safety regulations and company policies.
• Plan and create social media content

Education and Experience:

• Previous experience in an administrative role, preferably within the HVAC or construction industry.
• Social Media experience (Instagram, Linkedin)

Skills:

• Strong organizational and multitasking abilities with the capacity to work under own initiative.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office equipment. Ability to manage confidential information and maintain discretion.

Personal Attributes:

• Professional demeanor with a proactive and positive attitude.
• Ability to work independently and take initiative to resolve issues and improve processes.
• Adaptability to a fast-paced and dynamic environment.

What We Offer:

• Competitive salary and benefits package.
• Opportunities for professional growth and development.
• A collaborative and supportive work environment in a specialized industry.