Administrative Operations Assistant (ZR_24540_JOB)

This is a remote position.

Role Name: Administrative Operations Assistant

Schedule:

• 25 hours per week, Monday to Friday 9am to 2pm
  
• Client Timezone: EST
  
  

Client Overview

Join a thriving and rapidly expanding company in the HVAC industry that operates two dynamic business segments: innovative air filter manufacturing and comprehensive HVAC services. This growing organization combines traditional service excellence with modern e-commerce operations, serving customers through multiple channels including wholesale distribution and online retail platforms. The company has established robust operational systems, maintains its own manufacturing warehouse, and is experiencing significant growth that creates exciting opportunities for team members to advance and take on expanded responsibilities as the business scales.

Job Description

This is an exceptional opportunity for a detail-oriented professional to become an integral part of a growing HVAC and manufacturing operation. You’ll serve as a key administrative backbone, handling diverse operational tasks that directly impact customer satisfaction and business efficiency. Starting part-time with excellent potential for full-time advancement, you’ll work with established systems and clear procedures while having the opportunity to grow your role as the company expands. This position offers variety, stability, and the chance to develop expertise across multiple business functions including light accounting, customer service, e-commerce management, and operational coordination.

Responsibilities

• Process weekly payroll efficiently by coordinating employee hours with accounting team and executing payroll runs in QuickBooks
  
• Manage and organize email communications, responding to non-critical messages and maintaining smooth information flow
  
• Maintain CRM system accuracy by categorizing job tags and ensuring data integrity
  
• Support field operations by pulling necessary permits for installation projects
  
• Generate comprehensive job reports and commission reports with precision and timeliness
  
• Transform wholesale email orders into professional invoices and coordinate packing slip distribution to warehouse team
  
• Handle complete order-to-cash cycle including customer invoicing for processed orders
  
• Oversee Amazon marketplace operations including returns processing and listing optimization
  
• Execute monthly sales tax filing procedures following established protocols
  
• Coordinate materials procurement by processing warehouse purchase orders for manufacturing supplies
  
• Maintain financial accuracy by categorizing and confirming transactions in accounting software
  
• Provide professional customer service support for inbound inquiries and order placement calls
  
• Adapt and grow with the business by taking on additional administrative responsibilities as operations expand
  
  

Requirements

• Proven experience with QuickBooks or similar accounting software platforms
  
• Strong proficiency with CRM systems and professional email management
  
• Exceptional attention to detail for accurate data entry and transaction processing
  
• Excellent English communication skills for professional customer interactions
  
• Demonstrated ability to follow standard operating procedures with precision and consistency
  
• Experience with e-commerce platforms, particularly Amazon marketplace operations preferred
  
• Solid understanding of invoicing workflows and order processing systems
  
• Reliable high-speed internet connection and professional phone presence for customer communications
  
• Self-motivated work style with ability to manage multiple recurring tasks and deadlines
  
• Growth mindset and enthusiasm for expanding responsibilities in a scaling business environment
  

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job