Office Administration

HVAC OFFICE ADMINISTRATOR *Position Type:* Full-Time *Industry:* HVAC – Residential, Commercial & New Construction MUST SPEAK ENGLISH AND SPANISH Job Summary We are seeking an *experienced HVAC Office Administrator* to support the daily operations of a growing HVAC company serving *residential, commercial, and new construction projects*. The ideal candidate should have experience with HVAC office administration, scheduling, dispatching, permitting, job documentation, customer communication, and coordinating with technicians, contractors, vendors, and municipalities. Key Responsibilities * Schedule and coordinate *residential and commercial HVAC service calls, installations, and maintenance*. * Coordinate technicians and field crews based on job schedules and priorities. * Assist with *new construction HVAC projects* from the beginning stages through completion. * Prepare and submit *HVAC permits* and track permit status with local municipalities. * Coordinate permit requirements, inspections, corrections, and final approvals. * Assist with preparing and organizing *permit applications, plans, equipment information, contractor documentation, and other required paperwork*. * Track inspections and communicate inspection dates and results to project managers and field personnel. * Maintain organized project files for residential, commercial, and new construction work. * Create and maintain work orders, service tickets, job files, and project documentation. * Assist with estimates, proposals, purchase orders, invoices, and change orders. * Communicate with *general contractors, property managers, homeowners, vendors, inspectors, and technicians*. * Request pricing and availability from HVAC suppliers and track equipment and material orders. * Follow up on backordered equipment, parts, and materials. * Track open service calls, pending repairs, installations, and project items. * Assist with scheduling equipment deliveries and coordinating materials with job-site schedules. * Maintain accurate information in company software, spreadsheets, and project-management systems. * Assist with accounts receivable, invoice follow-up, and collecting required project documentation. * Support management with daily administrative tasks and project coordination. Required Qualifications * *Previous HVAC office administration experience preferred.* * Experience with *residential and commercial HVAC* strongly preferred. * Experience with *new construction HVAC projects* preferred. * Knowledge of *HVAC permitting and inspection processes*. * Strong understanding of administrative procedures and construction documentation. * Proficiency with *Microsoft Excel and Word*. * Experience with *Monday.com or similar project-management software* preferred. * Excellent communication and organizational skills. * Strong attention to detail and ability to manage multiple projects simultaneously. * Professional communication skills when dealing with customers, contractors, vendors, and government offices. * Ability to work independently and meet deadlines in a fast-paced environment. Ideal Candidate The ideal candidate understands that an HVAC office role involves much more than answering phones. You will be helping coordinate the entire process—from *customer calls and scheduling, to permits and inspections, equipment ordering, technician coordination, project documentation, and final invoicing*. Experience working with *GCs, municipalities, building departments, suppliers, and HVAC technicians* is highly valued. Pay: $20.00 - $28.66 per hour Work Location: In person