Office Administrator

Company Description Shelter Air is an innovative company dedicated to elevating indoor air quality and enhancing home environments for improved occupant health and comfort. With a focus on precision and efficiency, the company customizes HVAC systems using data-driven equipment sizing to optimize energy efficiency and longevity. Shelter Air is committed to diversity and inclusion within the HVAC industry, providing education and employment opportunities for underrepresented groups.

Known for its white-glove service, Shelter Air collaborates across trades to provide holistic home solutions, ensuring performance and convenience. As an industry leader, Shelter Air continues to redefine standards in indoor air quality and home comfort solutions.

Role Description This is a contract Sales & Administrative Support Specialist position based in our Beacon, NY office. This is an in-office position requiring daily presence at our location. The specialist will provide crucial support to our sales team through lead tracking, proposal preparation, and customer follow-up. Key responsibilities include processing sales documentation, maintaining customer records, preparing estimates and invoices, coordinating installation schedules, and ensuring seamless communication between sales, operations, and customers.

This role is essential in maintaining our high standards of customer service while supporting revenue growth.

• Experience in sales support, administrative assistance, and document management, including CRM systems, proposal generation, and contract processing
• Strong paperwork processing skills with experience in invoicing, purchase orders, and maintaining accurate customer files
• Proven ability to support sales teams through lead management, appointment scheduling, and customer communication
• Excellent phone skills and professional demeanor for handling customer inquiries and supporting the sales process
• Proficiency in office software including spreadsheets, word processing, and ideally HVAC-specific software or willingness to learn
• Detail-oriented with strong organizational skills to manage multiple sales projects simultaneously
• Ability to work effectively in a fast-paced office environment and collaborate with sales and field teams
• Experience with Quick Books or similar accounting software for invoice processing is highly desired
• Previous experience in HVAC, home services, or construction industry sales support is a strong plus

Entry level

Contract

Administrative

HVAC and Refrigeration Equipment Manufacturing

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