Benefits:

401(k)

Health insurance

Paid time off

Vision insurance

Benefits / Perks

Competitive Compensation

Paid Time Off

Career Growth Opportunities

Job Summary

We are seeking a motivated and detail-oriented Administrative Assistant / Call Center Representative to support our HVAC and plumbing operations. This role plays a critical part in ensuring permits, rebates, inspections, and customer communications are handled accurately and on time for both trades.

The ideal candidate is highly organized, confident on the phone, and comfortable managing multiple deadlines while working closely with customers, inspectors, utilities, and internal teams.

Responsibilities

Permits, Rebates & Compliance (HVAC & Plumbing)

Prepare, submit, and track building permits for HVAC and plumbing installations

Manage rebate applications and documentation for:

SMUD

TECH Clean California

Manufacturer rebates

Plumbing-related utility and manufacturer rebates

Ensure all required job documentation, certificates, and compliance forms are completed and submitted accurately

Track permit and rebate status and follow up until final approval and closeout

Inspection & Testing Coordination

Contact customers to schedule final inspections for HVAC and plumbing projects

Coordinate HERS testing for applicable HVAC installations

Track inspection and testing results and communicate outcomes internally

Address inspection corrections and rescheduling as needed

Customer Communication & Call Center Duties

Answer incoming calls and route them to the appropriate department

Schedule and confirm service, installation, and inspection appointments

Communicate clearly with customers regarding permit status, inspections, and rebate timelines

Maintain professional, friendly, and confident communication on all calls

Document customer interactions accurately in company systems

Experience making outbound customer calls is preferred

Comfortable with outbound customer communication (experience a plus)

Administrative & Office Support

Prepare and mail permit packets and final permit letters to customers

Draft and distribute emails, letters, and internal correspondence

Assist with reports, compliance tracking, and recordkeeping

Maintain organized digital and physical filing systems

Follow and help improve office procedures related to permits, rebates, and inspections

Qualifications

High school diploma or GED required; Associate’s degree or administrative training preferred

Previous experience in administrative, call center, permitting, or customer service roles

Experience with HVAC and/or plumbing permits and rebates is a plus

Strong attention to detail and ability to manage time-sensitive documentation

Comfortable communicating with customers, inspectors, utilities, and vendors

Proficient in Microsoft Word, Outlook, and standard office software

Highly organized with strong time-management and multitasking skills