Administrative support specialist

O'Brien Service Company is a trusted name in heating and air conditioning services, proudly serving the local community with dependable HVAC solutions and exceptional customer care. Known for our professionalism, expertise, and integrity, we are committed to maintaining the highest standards in both service and internal operations.

Position Summary

We are seeking a highly organized, reliable, and proactive Administrative Support Specialist to join our growing team. In this role, you will provide essential administrative and clerical support to ensure smooth day-to-day operations, effective communication, and exceptional service coordination.

Key Responsibilities

• Provide general administrative support to office staff and management

• Answer and direct phone calls and emails in a professional and timely manner

• Schedule appointments, dispatch service technicians, and manage calendars

• Assist with data entry, record-keeping, and documentation

• Maintain organized digital and physical filing systems

• Prepare reports, forms, and internal communications as needed

• Support HR and accounting functions such as timesheet tracking and invoice processing

• Communicate effectively with team members, vendors, and customers

• Perform other administrative duties as assigned to support overall office operations

Qualifications

• High school diploma or equivalent required; associate degree preferred

• Prior experience in an administrative, office assistant, or customer service role

• Proficient in Microsoft Office Suite (Word, Excel, Outlook)

• Strong organizational skills and attention to detail

• Excellent written and verbal communication skills

• Ability to handle multiple tasks and prioritize in a fast-paced environment

• Experience with scheduling or service dispatch software (e.g., ServiceTitan) is a plus

• Positive attitude, team-oriented, and professional demeanor

Benefits

• Competitive pay

• Health, dental, and vision insurance

• Paid time off and holidays

• 401(k) with company match

• Training and career development opportunities

• Supportive and team-focused work environment