Office Administrator And Reception

About Big Horn Heating & Cooling

Big Horn Heating and Cooling has been serving Mountain West families and businesses for over 20 years!

With shops in Billings, Cody, Worland, and Jackson, we are the leading provider of HVAC maintenance, service, and installation for residential and commercial customers in Idaho, Montana, and Wyoming. We are looking for top-tier talent to join our team and bring our excellent level of customer service to the community.

We invest in our employees' career development, covering their Journeyman licensing and training/continuing education. We promote our career development philosophy of "learn more, earn more" to all of our coworkers.

We are looking for an Office Administrator and Receptionist with experience working in construction, HVAC or other field trades.

We offer an outstanding company culture, a 401(k) program w/ company match, health insurance, PTO, and competitive compensation with SPIFFS.

Position Summary

The Office Administrator for an HVAC company is responsible for managing daily office operations, coordinating service schedules, supporting technicians, and ensuring excellent customer service. This role acts as the central hub between customers, field technicians, and management to keep operations running smoothly.

Key Responsibilities

Reception & Front Office

• Serve as the first point of contact for customers, vendors, and visitors.
• Greet guests and ensure a professional, welcoming office environment.
• Answer and direct incoming phone calls promptly and courteously.
• Respond to emails and general inquiries or route them to the appropriate team member.
• Receive and distribute mail, deliveries, and packages.
• Maintain a clean, organized, and professional reception and office area.
• Manage office calendars, meeting rooms, and appointments as needed.

Administrative Support

• Manage daily office operations and maintain organized digital and physical records.
• Prepare invoices, estimates, service agreements, and other business documents.
• Maintain filing systems and ensure accurate documentation.
• Assist management with reports, correspondence, and special projects.
• Order and maintain office supplies.

Customer Service

• Provide exceptional customer service by phone, email, and in person.
• Address customer questions and concerns professionally and promptly.
• Follow up with customers to ensure satisfaction after service visits.
• Maintain strong customer relationships through clear and timely communication.

Billing & Data Entry

• Process invoices, payments, and basic bookkeeping tasks.
• Enter customer information, job details, and service records into CRM or dispatch software.
• Track maintenance agreements and service history.
• Assist with accounts receivable and payment collections as assigned.

Inventory & Coordination

• Assist with tracking parts, equipment, office supplies, and inventory levels.
• Coordinate with vendors and suppliers regarding orders and deliveries.
• Support technicians with job documentation, permits, purchase orders, and work orders.
• Maintain accurate records of inventory and equipment

Qualifications

Required

• High school diploma or equivalent
• 2+ years of administrative or office experience
• Strong communication and organizational skills
• Ability to multitask in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Preferred

• Experience in HVAC, construction, or service industry
• Familiarity with dispatching or CRM software (e.g., ServiceTitan, Housecall Pro)
• Basic knowledge of HVAC terminology and services

Key Skills

• Time management and scheduling
• Customer service excellence
• Attention to detail
• Problem-solving
• Team coordination

Work Environment

• Office setting with frequent phone and computer use
• Occasional high-pressure situations during peak seasons (summer/winter)

Equal Employment Opportunity Statement

The Company is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status.

Disclaimer

This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as assigned to meet the ongoing needs of the organization.