HVAC Operations Assistant – CRM Cleanup, Invoicing & Administrative Support

Small but growing HVAC company seeking a detail-oriented Operations Assistant to help clean up administrative records, organize job information, reconcile completed work, and assist with invoicing during a CRM transition. This is not traditional bookkeeping. The ideal candidate is comfortable working with incomplete information and piecing together job records from multiple sources. Responsibilities: Review call logs, text messages, emails, and CRM records Match completed jobs with customers and service history Identify jobs that have not yet been invoiced Assist with invoice preparation and administrative follow-up Organize photos, videos, equipment information, and job notes Upload and maintain records inside our CRM Track payments and outstanding balances Create and maintain organized digital records Assist with process documentation and SOP creation Communicate with owner throughout the day regarding missing information Systems Used: CRM software (training provided) Google Workspace WhatsApp Text messaging platforms Phone call records AI-assisted administrative tools Ideal Candidate: Strong attention to detail Excellent organizational skills Comfortable learning new software quickly Able to work independently and ask good questions Experience with bookkeeping, dispatching, operations, or administrative support is a plus Experience in HVAC, plumbing, electrical, or home service industries is a major plus Project Scope: Immediate project is helping organize and reconcile several months of job records and invoicing during a CRM migration. Long-term administrative work may be available for the right candidate. Please include: Relevant experience Time zone Availability per week Examples of administrative or bookkeeping work completed Experience with CRM systems and home service companies Immediate Availability Preferred: I am looking for someone who can start immediately. Ideally, I'd like someone available to work today and continue through Friday, Saturday, and Sunday if necessary to help get this project under control. Expected workload is approximately 5–8 hours per day during this initial cleanup phase. My goal is to get caught up on invoicing, reconcile completed jobs, organize records, and complete the CRM transition as quickly as possible. Please indicate: Whether you can start today Your availability over the next 4–5 days Your preferred working hours in Eastern Time (EST) Whether you are available for ongoing administrative support after the initial cleanup project