Administrative Assistant

Job SummaryAre you the kind of person who loves bringing order to chaos, keeping multiple moving pieces on track, and being the “go-to” person everyone relies on? If so, this role was built for you.We’re looking for a highly organized, proactive Administrative Specialist to support our Residential New Construction HVAC division. In this role, you won’t just be pushing paperwork—you’ll be the engine behind the scenes, helping projects move from blueprint to reality. You’ll collaborate with builders, project managers, technicians, and suppliers to keep timelines tight, communication clear, and jobs running smoothly.If you thrive in a fast-paced environment, love solving problems, and enjoy being at the center of the action—this is your opportunity to make a real impact.What You’ll DoBe the central hub of communication for residential new construction HVAC projectsCoordinate schedules between builders, project managers, and field teams to keep projects on trackManage critical documentation including work orders, contracts, and change ordersTrack project timelines, permits, inspections, and installation milestones from start to finishProvide real-time status updates to internal teams and external partnersMaintain organized and accurate project files and system recordsSupport invoicing and job cost tracking to ensure financial accuracyHandle incoming calls and emails with professionalism and urgencyEnsure all projects align with builder requirements and company standardsWhat You BringHigh school diploma or equivalent2+ years of administrative experience (HVAC, construction, or trades preferred)Strong organizational skills with the ability to juggle multiple priorities without missing a beatExcellent written and verbal communication skillsProficiency in Microsoft Office (Excel, Word, Outlook)Ability to thrive in a deadline-driven, fast-moving environmentBonus Points If You HaveExperience in residential new construction workflowsFamiliarity with HVAC terminology and project coordinationExperience with tools like ServiceTitan, BuildPro, CoConstruct, or similar platformsKnowledge of permitting and inspection processesWhat Makes You a Great FitYou’re detail-obsessed and nothing slips through the cracksYou’re a problem solver who jumps in before issues escalateYou follow through—every timeYou bring a customer-first mindset when working with builders and partnersYou stay cool, calm, and collected while managing multiple projects at onceWork EnvironmentOffice-based with frequent collaboration with field teams and buildersHigh-energy, team-oriented construction environment where no two days are the sameWhy You’ll Love It HereCompetitive payHealth, dental, and vision insurancePaid time off and holidaysClear paths for growth and advancement within a growing company