Office Assistance

Job Summary
We are seeking a detail-oriented Office Assistant with ServiceTitan experience to support daily administrative and dispatch operations for our propane and gas sales business. This role is essential to keeping scheduling, customer accounts, billing, and office workflows running smoothly across our service locations.

Key Responsibilities

ServiceTitan & Administrative Support

• Create, update, and manage customer accounts, job records, and service history in ServiceTitan
• Schedule and dispatch service calls, deliveries, and appointments for technicians/drivers
• Process work orders, invoices, and estimates within ServiceTitan
• Enter and reconcile serialized equipment and POS sales
• Maintain accurate customer information, including tank sizes, delivery routes, and contract details
• Generate and review reports (e.g., appliance sales, job status, technician performance) as needed

Customer Service

• Answer phones and respond to customer inquiries regarding deliveries, service appointments, billing, and account questions
• Set up new customer accounts and propane service/delivery agreements
• Handle customer complaints or escalate to management as appropriate
• Communicate with customers regarding scheduling changes, delays, or follow-ups

Office & Billing Support

• Process payments, invoices, and assist with accounts receivable/collections
• Coordinate with field technicians and drivers on daily schedules and route changes
• Assist with pre-buy contract processing, renewals, and seasonal account setup
• Maintain filing systems and ensure accurate recordkeeping (digital and paper)
• Support coordination between manual/satellite offices and the central office
• Assist with data entry, correspondence, and general clerical duties as needed

Cross-Department Coordination

• Communicate with accounting/bookkeeping staff regarding billing discrepancies or account adjustments
• Assist with DocuSign or similar document processing for contracts and agreements
• Support office operations across multiple company locations as needed

Qualifications

• Prior experience with ServiceTitan required (or strong aptitude with field service/dispatch software)
• Experience in propane, HVAC, home services, or utility office administration preferred
• Strong organizational skills and attention to detail
• Excellent phone etiquette and customer service skills
• Proficiency with Microsoft Office (Excel, Word, Outlook) and general office equipment
• Ability to multitask in a fast-paced environment and manage competing priorities
• Strong written and verbal communication skills
• Experience with QuickBooks a plus

Work Environment

• Office setting within a propane/gas sales company
• May involve occasional coordination with field staff and multiple office locations
• Regular business hours with occasional flexibility needed during peak/winter season

Apex Propane has been in business for more than 4 decades. It is family-oriented, with a focus on customer satisfaction.