Air Controls, Inc. is hiring: Administrative Assistant in Billings

We are seeking a reliable and detail-oriented Administrative Assistant to support our fast-paced construction and HVAC operations. This position provides essential administrative and clerical support to the project management and operations teams, ensuring efficient communication, accurate documentation, and smooth day-to-day coordination across all departments. The ideal candidate is organized, proactive, and thrives in a dynamic, service-oriented environment.

Key Responsibilities:

• Answer and direct incoming calls, emails, and requests from clients and vendors promptly and professionally
• Prepare and maintain job files, contracts, work orders, service agreements, and project documentation
• Track and enter data related to job costing, labor hours, purchase orders, and equipment usage
• Coordinate with subcontractors, vendors, and inspectors for permits, deliveries, and inspections
• Assist in compiling quotes, proposals, and invoices using company software
• Prepare internal reports and maintain accurate records related to project status, job costing, and compliance tracking for management review
• Ensure all shared documents, job files, and records are accurately saved and organized within the company’s designated digital and physical file structures to support easy retrieval, project tracking, and compliance
• Order and track office and field supplies as needed
• Manage calendars, schedule appointments, and sort incoming/outgoing mail
• Handle general office tasks and administrative duties to support overall office operations

Qualifications:

• High school diploma or equivalent required
• Minimum 1–2 years of administrative experience, preferably in construction, HVAC, or related industries
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); familiarity with project management software such as Procore is a plus
• Strong organizational, multitasking, and communication skills
• Ability to work independently and prioritize tasks under tight deadlines

Working Conditions:

• Full-time role, Monday–Friday
• Office-based with regular interaction with field teams and vendors
• Fast-paced, deadline-driven environment requiring multitasking and strong organizational skills

What We Offer:

• Free Medical, Dental, and Vision Insurance for employees and their dependents
• Supportive team environment fostering collaboration and growth
• Training and professional development opportunities
• Time off benefit program to support work-life balance
• Wellness Program promoting health and well-being
• Profit-sharing incentives rewarding company and individual performance

Our team is made up of a diverse group of individuals dedicated to completing every task with Pride, Integrity, and Diligence. We are committed to delivering exceptional customer service to both our clients and coworkers. If you’re interested in joining an amazing team that values hard work and collaboration, we encourage you to apply!

Equal Opportunity Employer, including disabled and veterans.