Administrative Specialist

MTB Mechanical- a NearU Services CompanyJob SummaryWe are seeking a highly organized and detail-oriented Administrative Specialist to support our Residential New Construction HVAC division. This role is critical to keeping projects on schedule by coordinating with builders, field teams, suppliers, and internal departments. The ideal candidate thrives in a fast-paced construction environment, communicates clearly, and enjoys being the central point of organization for multiple projects at once.Key ResponsibilitiesServe as administrative support for residential new construction HVAC projectsCoordinate scheduling between builders, project managers, and field techniciansProcess work orders, contracts, change orders, and job documentationTrack project timelines, permits, inspections, and installation milestonesCommunicate job status updates to internal teams and external partnersMaintain accurate project files in company software and databasesLead invoicing and job cost trackingHandle incoming calls and emails related to new construction projectsEnsure compliance with company procedures and builder requirementsRequired QualificationsHigh school diploma or equivalent2+ years of administrative experience, preferably in HVAC, construction, or a trade-related industryStrong organizational and multitasking skillsExcellent written and verbal communication skillsProficiency in Microsoft Office (Excel, Word, Outlook)Ability to work effectively in a deadline-driven environmentPreferred QualificationsExperience with residential new construction processesFamiliarity with HVAC terminology and workflowsExperience using construction or HVAC software (ServiceTitan, BuildPro, CoConstruct, or similar)Knowledge of permitting and inspection processesSkills & AttributesDetail-oriented and highly organizedProactive problem solverStrong follow-through and time managementCustomer-service mindset when working with builders and partnersComfortable working with multiple projects simultaneouslyWork EnvironmentOffice-based role with frequent communication with field personnel and buildersFast-paced, team-oriented construction environmentBenefitsCompetitive payHealth, dental, and vision insurancePaid time off and holidaysGrowth opportunities within the company