HVAC Administrative Assistant

A-3 PLUMBING, HEATING AND COOLING — Nelson, BC

Full-Time · Monday–Friday · In-Office

About the Role

A-3 is looking for an organized, personable HVAC Receptionist / Administrative Assistant to be the front-line point of contact for our customers and the operational hub connecting our HVAC team, our office, and the people we serve. This is a full-time, entry-to-intermediate level position, well suited to someone who is detail-oriented, comfortable juggling phones and software systems, and who takes pride in keeping things running smoothly behind the scenes.

You'll work closely with our HVAC installation team and office staff, and receive hands-on training to get comfortable with our scheduling system, equipment tracking, and customer account processes.

What You'll Do

- Answer phones and greet walk-in customers, following A-3's established protocols —recording customer profiles, and explaining our collections policies.
- Take messages and route them to the right team member;
- Support install planning by keeping the HVAC calendar and outstanding-tasks boards current, and by helping communicate updates to customers.
- Manage the HVAC inbox — reviewing, responding to, and forwarding customer and supplier emails, and following up
- Track and register installed HVAC equipment, and process warranty contract applications and claims.
- Receive incoming HVAC equipment and enter it into our HCP system promptly — including pricing stock at the correct mark-up and applying job-specific costs to the right jobs.
- Support HVAC staff with job planning, equipment ordering, and job follow-up.
- Complete online gas permit applications through Technical Safety BC.
- Take on other administrative tasks as the role develops.

What We're Looking For




- Post-secondary education in Office Administration or Business Administration or a related field is an asset
- Minimum three (3) years of experience in an administrative position or role
- Strong communication skills and a friendly, professional phone and in-person manner.
- Comfortable learning new software systems (training provided on HCP and our internal tools).
- Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools
- Highly organized, with the ability to track multiple jobs, deadlines, and follow-ups at once.
- Reliable, consistent and team oriented — this is a Monday–Friday, regular-hours role.
- Prior experience in customer service and administration
- Trades/service-industry scheduling is an asset but not required.
- Comfortable with basic data entry and attention to detail, particularly around pricing and equipment records.

What A-3 Offers
- $25-$30 hourly - depending on experience
- Full-time, Monday–Friday hours
- Hands-on training and ongoing support during the transition into the role
- Benefits and RRSP matching
- A stable, established local business with room to grow

How to Apply Apply via email at - [email protected]

Join us to be the friendly face of our organization while supporting essential administrative functions! We value energetic professionals who thrive on multitasking, delivering exceptional customer support, and maintaining an organized workspace. This is a paid chance designed to develop your administrative expertise while contributing to a welcoming environment.

Pay: $25.00-$30.00 per hour

Expected hours: 40.0 per week

Benefits

- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match

Work Location: In person

📌 Receptionist/Administrative Assistant (Nelson)
🏢 A3 Plumbing Heating u0026 Cooling
📍 Nelson