Customer Service & Administrative Support Specialist

The ideal candidate is an excellent communicator, highly organized, detail-oriented, and a team player who takes initiative and pride in delivering exceptional customer service. This position primarily focuses on customer service, administrative duties, and daily office support , with additional responsibilities assisting with accounting and dispatch coordination as needed.

Benefits:

• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• 401(k) matching
• Competitive salary
• Dental insurance
• Wellness resources

Ryan Refrigeration Heating & Air (RRHA) 
Customer Service & Administrative Support Specialist
Location: Escondido, CA | North San Diego County
Position: Full-Time, or Part Time | In-Office



We are a growing commercial HVAC/R service company seeking a dependable, organized, and customer-focused professional to join our team. The ideal candidate is an excellent communicator, highly organized, detail-oriented, and a team player who takes initiative and pride in delivering exceptional customer service.


This position primarily focuses on customer service, administrative duties, and daily office support, with additional responsibilities assisting with accounting and dispatch coordination as needed. Previous dispatch experience is a huge plus!


Primary Responsibilities
Customer Service & Administrative Support

• Answer incoming calls, respond to emails, and assist customers professionally and efficiently.
• Serve as a primary point of contact for customer inquiries, service requests, and general office communications.
• Provide timely updates regarding service appointments, work orders, and customer requests.
• Maintain accurate customer records, service documentation, and administrative files.
• Assist management with daily office operations, reporting, correspondence, and special projects.
• Coordinate communication between customers, technicians, vendors, and internal departments.
• Follow up on outstanding customer requests to ensure timely resolution.
• Perform data entry, document preparation, filing, and general administrative duties.
• Maintain a professional, organized, and welcoming office environment.
  
  

Additional Responsibilities
Dispatch & Service Coordination

• Provide backup assistance with scheduling and dispatching service technicians.
• Assist with coordinating service appointments and preventative maintenance visits.
• Monitor work orders, technician schedules, and service updates.
• Communicate scheduling changes and service updates to customers.
• Support the operations team with daily service coordination and follow-ups.
  
  

Accounting & Bookkeeping Support

• Assist with accounts payable, including vendor invoices, payment preparation, and recordkeeping.
• Support bank, credit card, and vendor account reconciliations.
• Assist with weekly financial reporting and expense tracking.
• Maintain accurate accounting documentation and financial records.
• Utilize QuickBooks and internal company systems as needed.
  
  

Qualifications & Experience

• Qualifications & Experience
  • Commercial HVAC/R, construction, or facilities maintenance experience strongly preferred.
  • Previous customer service, administrative support, or office coordination experience required.
  • Dispatch experience is a major plus, especially scheduling field technicians and coordinating service calls.
  • Construction project coordination or project management experience highly desirable.
  • QuickBooks experience required, with knowledge of accounts payable, invoicing, and basic accounting procedures.
  • Familiarity with work orders, purchase orders, vendor coordination, and service documentation.
  • Proficient in Microsoft Office, including Outlook, Excel, and Word.
  • Excellent customer service, communication, and organizational skills.
  • Ability to multitask, prioritize deadlines, and thrive in a fast-paced service environment.
  • Self-motivated, dependable, detail-oriented, and a strong team player with the ability to work independently.
  • Strong problem-solving skills, initiative, and follow-through.
  • Professional references required.

What We Offer

• Full-time, or Part-time in-office employment.
• Competitive compensation based on experience.
• Supportive, team-oriented work environment.
• Training on internal company management systems.
• Opportunities for professional growth.
• Medical/Vision.
• 401K.
• Vacation PTO.
• Flexible Schedule TBD
• Office Hours: 8am-4:30pm
• Office Snacks

Interested candidates are encouraged to submit a resume for consideration.
We are looking for a motivated, reliable professional who enjoys helping customers, staying organized, and contributing to a successful team.
Location: Escondido, California