{"schemaVersion":"jobsearcher.job.v1","id":"da2c3fa30f5697b3b1a79552","url":"https://jobsearcher.com/jobs/da2c3fa30f5697b3b1a79552","canonicalUrl":"https://jobsearcher.com/jobs/da2c3fa30f5697b3b1a79552","title":"Office Administration","description":"HVAC OFFICE ADMINISTRATOR\n\n*Position Type:* Full-Time\n*Industry:* HVAC – Residential, Commercial & New Construction\n\nMUST SPEAK ENGLISH AND SPANISH\n\nJob Summary\n\nWe are seeking an *experienced HVAC Office Administrator* to support the daily operations of a growing HVAC company serving *residential, commercial, and new construction projects*.\n\nThe ideal candidate should have experience with HVAC office administration, scheduling, dispatching, permitting, job documentation, customer communication, and coordinating with technicians, contractors, vendors, and municipalities.\n\nKey Responsibilities\n\n* Schedule and coordinate *residential and commercial HVAC service calls, installations, and maintenance*.\n* Coordinate technicians and field crews based on job schedules and priorities.\n* Assist with *new construction HVAC projects* from the beginning stages through completion.\n* Prepare and submit *HVAC permits* and track permit status with local municipalities.\n* Coordinate permit requirements, inspections, corrections, and final approvals.\n* Assist with preparing and organizing *permit applications, plans, equipment information, contractor documentation, and other required paperwork*.\n* Track inspections and communicate inspection dates and results to project managers and field personnel.\n* Maintain organized project files for residential, commercial, and new construction work.\n* Create and maintain work orders, service tickets, job files, and project documentation.\n* Assist with estimates, proposals, purchase orders, invoices, and change orders.\n* Communicate with *general contractors, property managers, homeowners, vendors, inspectors, and technicians*.\n* Request pricing and availability from HVAC suppliers and track equipment and material orders.\n* Follow up on backordered equipment, parts, and materials.\n* Track open service calls, pending repairs, installations, and project items.\n* Assist with scheduling equipment deliveries and coordinating materials with job-site schedules.\n* Maintain accurate information in company software, spreadsheets, and project-management systems.\n* Assist with accounts receivable, invoice follow-up, and collecting required project documentation.\n* Support management with daily administrative tasks and project coordination.\n\nRequired Qualifications\n\n* *Previous HVAC office administration experience preferred.*\n* Experience with *residential and commercial HVAC* strongly preferred.\n* Experience with *new construction HVAC projects* preferred.\n* Knowledge of *HVAC permitting and inspection processes*.\n* Strong understanding of administrative procedures and construction documentation.\n* Proficiency with *Microsoft Excel and Word*.\n* Experience with *Monday.com or similar project-management software* preferred.\n* Excellent communication and organizational skills.\n* Strong attention to detail and ability to manage multiple projects simultaneously.\n* Professional communication skills when dealing with customers, contractors, vendors, and government offices.\n* Ability to work independently and meet deadlines in a fast-paced environment.\n\nIdeal Candidate\n\nThe 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*.\n\nExperience working with *GCs, municipalities, building departments, suppliers, and HVAC technicians* is highly valued.\n\nPay: $20.00 - $28.66 per hour\n\nWork Location: In person","company":"Scope Mechanical","rawCompany":"scope mechanical","city":"Melbourne","state":"FL","isRemote":false,"isActive":false,"createdAt":"2026-08-25T12:43:40.449Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-9061.00","title":"Office Clerks, General","slug":"office-clerks-general"},{"code":"43-9199.00","title":"Office and Administrative Support Workers, All Other","slug":"office-and-administrative-support-workers-all-other"}],"industries":[{"code":"238220","title":"Plumbing, Heating, and Air-Conditioning Contractors","slug":"plumbing-heating-and-air-conditioning-contractors"},{"code":"238290","title":"Other Building Equipment Contractors","slug":"other-building-equipment-contractors"},{"code":"221330","title":"Steam and Air-Conditioning Supply","slug":"steam-and-air-conditioning-supply"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Office Administration","description":"HVAC OFFICE ADMINISTRATOR\n\n*Position Type:* Full-Time\n*Industry:* HVAC – Residential, Commercial & New Construction\n\nMUST SPEAK ENGLISH AND SPANISH\n\nJob Summary\n\nWe are seeking an *experienced HVAC Office Administrator* to support the daily operations of a growing HVAC company serving *residential, commercial, and new construction projects*.\n\nThe ideal candidate should have experience with HVAC office administration, scheduling, dispatching, permitting, job documentation, customer communication, and coordinating with technicians, contractors, vendors, and municipalities.\n\nKey Responsibilities\n\n* Schedule and coordinate *residential and commercial HVAC service calls, installations, and maintenance*.\n* Coordinate technicians and field crews based on job schedules and priorities.\n* Assist with *new construction HVAC projects* from the beginning stages through completion.\n* Prepare and submit *HVAC permits* and track permit status with local municipalities.\n* Coordinate permit requirements, inspections, corrections, and final approvals.\n* Assist with preparing and organizing *permit applications, plans, equipment information, contractor documentation, and other required paperwork*.\n* Track inspections and communicate inspection dates and results to project managers and field personnel.\n* Maintain organized project files for residential, commercial, and new construction work.\n* Create and maintain work orders, service tickets, job files, and project documentation.\n* Assist with estimates, proposals, purchase orders, invoices, and change orders.\n* Communicate with *general contractors, property managers, homeowners, vendors, inspectors, and technicians*.\n* Request pricing and availability from HVAC suppliers and track equipment and material orders.\n* Follow up on backordered equipment, parts, and materials.\n* Track open service calls, pending repairs, installations, and project items.\n* Assist with scheduling equipment deliveries and coordinating materials with job-site schedules.\n* Maintain accurate information in company software, spreadsheets, and project-management systems.\n* Assist with accounts receivable, invoice follow-up, and collecting required project documentation.\n* Support management with daily administrative tasks and project coordination.\n\nRequired Qualifications\n\n* *Previous HVAC office administration experience preferred.*\n* Experience with *residential and commercial HVAC* strongly preferred.\n* Experience with *new construction HVAC projects* preferred.\n* Knowledge of *HVAC permitting and inspection processes*.\n* Strong understanding of administrative procedures and construction documentation.\n* Proficiency with *Microsoft Excel and Word*.\n* Experience with *Monday.com or similar project-management software* preferred.\n* Excellent communication and organizational skills.\n* Strong attention to detail and ability to manage multiple projects simultaneously.\n* Professional communication skills when dealing with customers, contractors, vendors, and government offices.\n* Ability to work independently and meet deadlines in a fast-paced environment.\n\nIdeal Candidate\n\nThe 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*.\n\nExperience working with *GCs, municipalities, building departments, suppliers, and HVAC technicians* is highly valued.\n\nPay: $20.00 - $28.66 per hour\n\nWork Location: In person","datePosted":"2026-08-25T12:43:40.449Z","dateModified":"2026-08-25T12:43:40.449Z","hiringOrganization":{"@type":"Organization","name":"Scope Mechanical","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Melbourne","addressRegion":"FL","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"da2c3fa30f5697b3b1a79552"},"url":"https://jobsearcher.com/jobs/da2c3fa30f5697b3b1a79552"}}