Administrative Assistant Job at Sloan Mechanical Services, LLC. in Phila

Sloan Mechanical Services is seeking a detail-oriented and dependable Administrative Assistant to support our growing operations. This position plays a key role in ensuring the day-to-day functions of the business run smoothly across dispatching, administrative support, accounting, and sales. The ideal candidate is organized, adaptable, and comfortable working in a fast-paced environment with a flexible structure. Responsibilities Operations & Dispatch Support: Assist in scheduling and dispatching service technicians Coordinate appointments and communicate schedule changes with internal teams and customers Maintain accurate service records and job tracking documentation Administrative & Clerical Support: Perform data entry and document management Prepare reports, internal communications, and maintain administrative files Support daily office functions and ensure workflow continuity Accounts Payable & Finance Support: Assist in processing vendor invoices and accounts payable Reconcile receipts and maintain vendor documentation Support light bookkeeping and financial tracking tasks Generate proposals and customer-facing sales documents using provided templates Maintain sales records and help prepare materials for client meetings Coordinate with sales team for timely follow-ups and documentation Qualifications High school diploma or equivalent required 1–3 years of administrative experience a plus, but entry-level candidates with strong organizational skills will be considered Proficiency with Microsoft Office Suite and cloud-based tools (e.g., QuickBooks, etc.) Excellent written and verbal communication skills Strong time-management and multitasking abilities Ability to work independently with minimal supervision Must be based in or near Pittsburgh, PA What We Offer Flexible schedule; open to part-time and full-time candidates Remote work with occasional in-person availability required Supportive and collaborative company culture Growth opportunities within a fast-scaling service organization Paid training and development support Potential for future full-time advancement with benefits About Sloan Mechanical Services Sloan Mechanical is a Pittsburgh-based HVAC service provider redefining reliability for commercial and industrial clients. Built on family values, transparency, and a “do what you say” mentality, our team takes pride in delivering service that exceeds expectations—and we bring that same level of commitment to how we support our employees. #J-18808-Ljbffr