Air Treatment Corporation is a dynamic, collaborative work environment. We understand the expectations of high-quality customer service, therefore we actively search and promote a cohesive team that is formulated to exceed expectations. Air Treatment Corporation is a 100% employee-owned manufacturer's representative specializing in HVAC systems for commercial and industrial construction projects. We partner closely with contractors, project managers, and general contractors to ensure seamless execution of project phases.
Join our dynamic team as an Administrative Assistant / Project Coordinator, where you'll play a crucial role in supporting both daily operations and special projects. You'll work collaboratively with a diverse group of professionals, utilizing your organizational skills and attention to detail to ensure the seamless execution of tasks and projects. This position will target internal and external customer satisfaction and focus on retention through cross-team collaboration and communication.
- Provide administrative support to ensure efficient operation of the office.
- Assist in the planning and execution of projects, ensuring deadlines and deliverables are met.
- Coordinate meetings, appointments, and travel arrangements for managers or supervisors.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Maintain and organize project files, both electronic and physical, ensuring accessibility and security.
- Serve as a point of contact for project team members, clients, and stakeholders, facilitating communication and information flow.
- Schedule and coordinate project meetings, document meeting decisions and circulate to team members.
- Assist in the preparation of project proposals, reports, and documentation.
- Manage office supplies inventory and place orders as necessary (breakroom and janitorial).
- Handle incoming and outgoing mail, emails, and phone calls efficiently.
- Support and welcome new staff members or project team members.
- Manage warranty claims, Return Merchandise Authorization (RMAs) and communicate with customers.
- Set up purchase orders and coordinate shipments/will call.
- Upload orders, acknowledgements and track effectively.
- Perform other related duties as assigned.
Required Skills/Abilities:
- Proven experience as an administrative assistant, project coordinator, or in a similar role.
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills, transparent communication style.
- Strong organizational and time management skills.
- Excellent interpersonal and customer service skills.
- Ability to multitask and prioritize tasks effectively.
- Strong attention to detail and excellent problem-solving skills.
- Familiarity with project management software and tools is a plus.
- Ability to maintain confidentiality and handle sensitive information.
- Ability to work collaboratively in a team environment.
- Basic understanding of office equipment, including printers and fax machines.
- Ability to work independently with minimal supervision.
- Flexibility and adaptability to changing priorities and demands.
- Experience in managing calendars, scheduling meetings, and coordinating events.
- Ability to create and maintain filing systems, both electronic and physical.
- Familiar with CRM program(s) and creating heightened productivity through accuracy.
Education and Experience:
- High school diploma or equivalent; Associate's degree preferred.
- Minimum 2+ years of experience in administrative and project coordination, logistics, or customer service, within the HVAC or construction industry is preferred.
Physical Requirements:
- Prolonged periods of sitting and working on a computer.
- Must be able to lift up to 25 pounds at times.
Compensation details: 0 Hourly Wage
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