Ready Refrigeration is seeking a professional, organized, and customer-focused Customer Service & Administrative Coordinator to serve as the first point of contact for our customers. This role is responsible for answering incoming phone calls, managing customer inquiries through text messaging and digital communication platforms, and providing administrative support to our sales and service teams.
The ideal candidate will possess excellent communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced HVAC service environment.
Key Responsibilities
Customer Service & Communications
- Answer and direct incoming phone calls in a professional and courteous manner.
- Respond promptly to customer inquiries received through text messaging, website chat, email, and other communication platforms.
- Provide basic information regarding services, appointments, and company policies.
- Create and maintain positive customer relationships through exceptional service.
- Escalate customer concerns or urgent issues to the appropriate team member.
- Record and relay accurate customer messages and service requests.
Administrative Support
- Assist with scheduling service calls and coordinating technician appointments.
- Enter and update customer information, work orders, and service records within company software.
- Prepare and distribute documents, reports, and correspondence as required.
- Support filing, recordkeeping, and document management activities.
- Monitor and maintain office supplies and reception area organization.
- Assist with data entry and administrative projects as assigned.
Sales Team Support
- Assist with processing sales leads and customer inquiries.
- Coordinate communication between customers and sales representatives.
- Prepare sales-related documentation, proposals, and customer records as directed.
- Follow up with customers regarding appointments, estimates, and pending information.
Service Department Support
- Assist in dispatching and scheduling service technicians.
- Track service requests and ensure timely communication with customers.
- Help maintain service schedules and technician availability calendars.
- Support service invoicing and work order administration when required.
Qualifications
Required
- High school diploma or equivalent.
- Minimum 1–2 years of experience in reception, customer service, or administrative support.
- Strong verbal and written communication skills.
- Proficiency with Microsoft Office (Outlook, Word, Excel).
- Excellent organizational and multitasking abilities.
- Professional telephone etiquette and customer service skills.
- Ability to work independently and collaboratively within a team environment.
Preferred
- Experience in the HVAC, construction, trades, or service industry.
- Familiarity with dispatching or scheduling software.
- Experience using CRM, field service management, or accounting software.
Key Competencies
- Customer Focus
- Professional Communication
- Organization and Time Management
- Attention to Detail
- Problem Solving
- Teamwork and Collaboration
- Adaptability in a Fast-Paced Environment
- Accuracy in Data Entry and Documentation
Working Conditions
- Office-based position with frequent customer interaction by phone, text, email, and in-person.
- Fast-paced environment requires the ability to manage multiple tasks and priorities simultaneously.
- Standard business hours with occasional flexibility during peak seasonal periods.
What Success Looks Like
- Customers receive prompt, professional responses across all communication channels.
- Service and sales teams receive timely administrative support.
- Scheduling and customer information are maintained accurately.
- Customer inquiries are resolved efficiently and escalated appropriately when necessary.
- Positive customer experiences contribute to the company's reputation and growth.
Ready Refrigeration is an equal opportunity employer committed to providing exceptional customer service and fostering a supportive team environment.
Pay: $20.00-$24.00 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Vision care
Work Location: In person
