Office Administrator- Heatable

Office Administrator

Location: Corporate Office- South Portland, ME Company: Heatable

About Heatable:

Heatable is changing the Heating Oil industry—and our customers are noticing. We have built a sleek, user-friendly app and website that lets customers order heating oil anytime, anywhere, with just a few taps. Behind the scenes, we use innovative delivery technology to make service faster, smarter, and more efficient.

But technology is only part of the story. What truly sets Heatable apart is our commitment to exceptional customer service. As one customer put it:

“Excellent customer service like you just don’t get in the world today.”

If you are someone who takes pride in accuracy, organization, and delivering a “wow” experience every time, you will fit right in.

Position Summary:

The Office Administrator plays a critical role in delivering Heatable’s one-of-a-kind customer experience. This position supports daily office operations, customer accounts, inventory tracking, accounts payable, and coordination with drivers and dispatch to ensure timely, safe, and efficient heating oil delivery.

This is a fast-paced, detail-oriented role for someone who thrives on organization, problem-solving, and customer interaction—especially during the busy heating season.

What You will Do:

Customer Service & Account Support

- Courteously assist customers via phone and email with orders, account questions, and issue resolution

- Help customers navigate online ordering while ensuring timely, clear communication.

- Manage new and existing customer accounts, updates, and delivery adjustments.

Office & Administrative Operations

- Track daily truck inventory, driver paperwork, and mileage.

- Perform regular audits to ensure accurate and timely reporting.

- Manage all aspects of accounts payable to meet vendor terms and corporate deadlines.

- Prepare daily, monthly, and fuel tax-related inventory reports.

Systems & Technology:

- Enter and maintain data using ADDs E3 software, Kentico CMS, and card processing systems.

- Work confidently with Microsoft Office (Excel, Outlook) and Windows-based systems.

Team & Operational Support:

- Crosstrain with office team members and assist as needed.

- Provide additional phone, email, dispatch, or driver support during peak seasons.

- Assist with special projects and other duties as assigned.

What We Are Looking For:

Experience:

- Minimum of 2 years of experience in office administration, data entry, or customer service

- Strong computer skills, including Microsoft Excel and Office Suite

- Familiarity with iOS and Android operating systems preferred.

Skills & Attributes:

- Exceptional attention to detail and organization

- Strong verbal and written communication skills

- Customer-first mindset with strong problem-solving abilities

- Ability to work collaboratively in a team environment.

- Analytical thinking and accountability

- Dependable, adaptable, and comfortable in a dynamic workplace

- Flexibility to work seasonal overtime during peak heating periods.

Education:

- High school diploma or equivalent required.

Work Environment & Physical Requirements:

- Fast-paced office environment (heating season is especially busy)

- Frequent sitting with occasional standing and walking

- Regular typing and phone communication

- Ability to read printed materials and computer screens.

- Occasional lifting of items up to 25 lbs.

Safety & Confidentiality:

- Maintain customer confidentiality and data security.

- Follow ergonomic best practices.

- Support safe delivery coordination to minimize risk in varied weather and delivery conditions.

Why Join Heatable:

- Be a part of a company redefining an entire industry.

- Work with innovative technology and a customer-focused team.

- Make a real impact on daily operations and customer satisfaction.

Ready to deliver exceptional service—every order, every time?

Apply today and be part of the team that is heating homes smarter. Enjoy a role where no two days are the same.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.