Administrative Assistant for Small, Family Owned business

Admin Assistant – Hunter’s Heating

Hunter’s Heating is a small, family-owned HVAC company known for honest, high-quality work. Our customers trust us because we treat them like family, offer clear and friendly communication, and always go above and beyond in both service and craftsmanship.

Job Summary

We’re looking for a skilled, motivated, and personable Admin Assistant to join our growing team and help us stay organized, efficient, and connected to our customers.

This role is ideal for someone who enjoys working from home, is naturally very organized, and thrives on keeping things running smoothly behind the scenes.

Hours will vary depending on the season, with busier months in winter (furnaces) and summer (air conditioning), and slower periods in spring/fall (service and maintenance focus).

Who You Are

  • Friendly, personable, and customer-oriented
  • Highly organized and detail-driven
  • Honest, reliable, and self-motivated
  • A problem-solver who enjoys streamlining processes and making things better
Key ResponsibilitiesCustomer Service & Communication
  • Answer phones, emails, and customer messages (Jobber, Squarespace, etc.)
  • Set up detailed customer profiles and maintain clear communication
  • Help customers troubleshoot common HVAC issues (filter checks, thermostat settings)
  • Follow up post-installation (reviews, warranties, permits, feedback)
Quoting & Scheduling
  • Prepare quotes for hot water tanks, humidifiers, tankless systems
  • Schedule service calls, quote appointments, and installations
  • Coordinate with clients and vendors (e.g. 4-Star Electric)
Permits & Inspections
  • Pull gas and mechanical permits
  • Schedule inspections and communicate with electrical partners
Billing, Invoicing & Accounting Support
  • Enter and organize supplier invoices in QuickBooks and Jobber
  • Assist with customer payments and outstanding invoice follow-ups
  • Liaise with bookkeeper and manage vendor accounts
Warranty Registration
  • Register equipment warranties and rebates with various manufacturers
Ordering & Inventory
    • Order equipment and parts
    • Accept deliveries and manage garage inventory
    • Keep pricing and stock information current
HR & Payroll Support
  • Help onboard new employees
  • Manage paperwork and jobber access
  • Distribute pay stubs and help schedule reviews
Business Operations & Process Improvement
  • Streamline systems and improve workflows
  • Create checklists, automate communications, and manage vendor relations
  • Help with insurance, grants, contracts, and compliance research
Social Media & Marketing
  • Respond to online reviews
  • Assist with content creation and social media posting
Bonus Skills (Nice to Have)
  • Experience with Jobber, QuickBooks Online, FinanceIt, or Google Workspace
  • Basic design skills for creating flyers, certificates, or social posts
  • Interest in marketing, automation, or video content creation
Why Join Hunter’s Heating?
  • Flexible, remote work opportunity
  • Be part of a tight-knit, family-first team
  • Work directly with the owner and help shape the future of our business
  • Contribute to a company that values trust, integrity, and craftsmanship
To Apply Please submit your resume and a brief note explaining why you think you’d be a great fit for this role. We can’t wait to meet you!

Job Types: Part-time, Freelance

Pay: From $27.00 per hour

Benefits

  • Dental care
  • Life insurance
Application question(s):
  • Can you walk us through how you stay organized and manage competing priorities, especially during busy seasons?
  • What kinds of tools, software, or systems have you used to improve administrative processes, and how did they help?
Education:
  • Secondary School (preferred)
Experience:
  • administrative assistant: 1 year (preferred)
  • receptionist: 1 year (preferred)
Work Location: Remote
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