Administrative Assistant (Boca Raton, FL)

Other Admin
Employment Type
Location : Location
US-FL-Boca Raton
Compensation Range


Aspen Air Conditioning, servicing the greater Boca Raton area for over 40 years, is part of the largest heating, ventilation and air conditioning company with 70+ locations nation-wide. We provide our residential customers with exceptional service, guaranteed.  


This position is based out of our branch office located at: 3999 N Dixie Hwy, Boca Raton, FL 33431.


Provides support services by scheduling new construction and installation jobs and coordinating administrative activities so that work can begin on schedule with minimal problems and be completed within expected timeframes. Maintains records and data on work performed and supports good customer relations by responding to customer questions.


Work Schedule: 

40 hours/week

Saturday and Sunday will be 8 am to 8 pm

11 to 8 Thursday and Friday (1 hour lunch)


Pays:  $18.00-$22.00/hr.


Provides administrative support to all office management and sales staff. Organizes and manages processes and maintain documentation in support of the operation.


  • Receives calls from customers or builders and coordinates service or installation schedules.
  • Prepares appropriate documentation and entry to activate and place scheduled work into system.
  • Prepares materials lists for scheduled work and coordinates orders/delivery with appropriate department or vendor.
  • Takes receipt of work orders and enters data in system for accurate billing of completed work.
  • Communicates with customers and departmental personnel via telephone, email, and/or written correspondence to answer inquiries and provide information. Works to resolve customer issues/complaints.
  • Prepares employee schedules according to work load.
  • Prepares regular reporting of jobs in progress, backlog revenue and other departmental data.
  • Coordinates inspections after work is completed. Provides liaison with inspectors on failed inspections to coordinate corrective actions and re-inspections, as necessary.
  • Maintains data such as permits and/or completed inspections relating to working job orders.
  • Maintains radio contact with new construction personnel.
  • May process and track re-pipe claims according to contract requirements to ensure payment.
  • May provide quotes on certain types of jobs over the telephone and schedule sales calls.
  • May invoice completed work, process lien forms or releases and call for payments when bills are overdue.
  • Maintain records and files send from locations, and other miscellaneous filings.
  • Assists in a variety of accounts payable duties to include sorting mail, matching checks, and invoices, inserting checks into envelopes, researching information, and verifying accuracy of entries.
  • Assist with customers in discrepancies with checks or any issues of balances.
  • Communicate with customers, vendors and departmental personnel via telephone, email and written correspondence to answer inquiries and provide information.
  • Assist in month-end closings.



HS diploma, or GED equivalent, is required. Related experience and/or advanced training or any equivalent combination of education and experience may be substituted. Previous experience in customer service is desired. Basic computer skills and strong communication/interpersonal skills are required. Previous experience in service or dispatching is desired. An understanding of air conditioning/heating and/or plumbing are preferred.

Apply Your Skills to the Best in the Business. Join our winning team and apply today!


All candidates are required to undergo pre-employment drug screen and employment background checks.


Aspen AC, part of the ARS network, is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.


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