HVAC Service Receptionist & Administrative Support in Houston, Texas at Custom Air Products & Services

Custom Air Products & Services, Inc. (CAPS) is a Houston-based, full-service HVAC company specializing in the design, fabrication, installation, and servicing of industrial and commercial air conditioning and heating systems. Since 1996, CAPS has built a reputation for delivering high-quality, custom-engineered solutions to customers across a wide range of industries.

With a team of skilled professionals and multiple Texas-based facilities, CAPS provides end-to-end capabilities including HVAC manufacturing, mechanical field services, and parts distribution. As part of AirX Climate Solutions, we are committed to safety, quality, and customer satisfaction—creating a team-oriented environment where employees can grow, contribute, and support essential operations across the industries we serve.

We are currently seeking a Service Receptionist & Administrative Support employee to add to our growing team.

Location: 35 Southbelt Industrial Drive, Houston, TX 77047

Position Summary & Objective

The Service Receptionist & Administrative Support role is responsible for providing administrative and clerical support to the service department while serving as the primary point of contact for visitors, customers, and incoming communications. This role ensures efficient office operations, maintains accurate records, coordinates service-related documentation, and delivers exceptional customer service in a fast-paced environment.

Key Responsibilities

• Greet and assist visitors, customers, vendors, and employees in a professional and courteous manner.
• Answer, screen, and direct incoming phone calls and emails.
• Respond to customer inquiries and route requests to the appropriate department.
• Maintain visitor logs and assist with building access procedures.
• Receive and distribute incoming mail, packages, and deliveries.
• Provide administrative support to the service department and management team.
• Prepare, enter, and maintain service orders, work orders, and customer records.
• Schedule service appointments and coordinate technician calendars as needed.
• Create, update, and file service-related documents, reports, and correspondence.
• Maintain electronic and paper filing systems to ensure accurate recordkeeping.
• Prepare routine reports, spreadsheets, and presentations.
• Assist with customer service requests and follow up on open service issues.
• Monitor service documentation for completeness and accuracy.
• Coordinate communication between customers, technicians, vendors, and internal departments.
• Track service invoices, purchase orders, and related documentation.
• Support warranty, maintenance, and service contract administration as assigned.
• Order and maintain office and department supplies.
• Assist with meeting scheduling, conference room setup, and event coordination.
• Support special projects and process improvement initiatives.
• Maintain confidentiality of sensitive company and employee information.
• Perform other duties as assigned.

Qualifications & Skills

• High school diploma or equivalent required; associate degree preferred.
• Minimum 2 years of administrative, receptionist, customer service, or office support experience.
• Experience supporting a service, manufacturing, technical, or operations environment preferred.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Ability to learn company-specific ERP, service management, or scheduling systems.

Knowledge, Skills & Abilities

• Strong customer service and interpersonal skills.
• Excellent verbal and written communication abilities.
• Strong organizational and time management skills.
• Ability to prioritize multiple tasks and meet deadlines.
• High attention to detail and accuracy.
• Professional demeanor and positive attitude.
• Ability to maintain confidentiality and exercise discretion.
• Self-motivated with the ability to work independently and collaboratively.

Physical Requirements & Work Environment

• Prolonged periods of sitting and working on a computer.
• Ability to communicate effectively in person and by telephone.
• Occasional lifting of office supplies and materials up to 20 pounds.
• Ability to move throughout office and operational areas as needed.
• Office environment within a manufacturing facility.
• Frequent interaction with customers, visitors, vendors, and employees.
• Fast-paced environment requiring flexibility and responsiveness to changing priorities.

To learn more about us, please visit us on our website.

At Custom Air Products & Services, we are an equal opportunity employer and are committed to creating an inclusive environment for all employees. All employment decisions are made without regard to protected status and are based on qualifications, merit, and business needs.

Employment is contingent upon the successful completion of a pre-employment background check and drug screening, conducted in accordance with applicable laws.