Front Office Administrator

Overview

Mountain Air Mechanical, established in 2002, specializes in energy-efficient heating and cooling solutions for homes and businesses in the Roaring Fork Valley. The company is committed to prioritizing customer comfort while focusing on cost-effectiveness, sustainability, and energy savings. With years of experience in the HVAC industry, Mountain Air Mechanical strives to deliver high-quality service that meets the unique needs of its clients.

Role Description

This is a full-time, on-site role for a Front Office Administrator located in Rifle, CO. The Front Office Administrator will handle day-to-day administrative tasks, including appointment scheduling, receptionist duties, managing the front office, and providing support to the team. The role also involves ensuring a professional and welcoming environment for clients while maintaining efficient office operations.

• Answer phones and direct to appropriate parties
• Filing departmental paperwork as required (scan into system)
• Ensure paperwork (time cards, daily reports, etc.) are stocked for installation crews
• Accounts Receivable — assist with invoicing and related tasks
• Process accounts receivable invoices
• Call on aging invoices
• Send out invoices as directed by Office Manager
• Perform general data entry as required
• Use accounting software to schedule invoices and payments
• Accounts Payable
• Enter invoices and tie to PO
• Reconcile monthly AP statements
• Scan/Shred Invoices
• Coordinate service calls as back up for Service Manager
• Scan service work orders into filing management system as requested
• Provide customer service phone calls to clients after service is completed