Tropic Mechanical is South Florida’s premier Design-Build and Design-Assist HVAC contractor, delivering innovative, engineering-driven HVAC solutions across Healthcare, Institutional, Commercial, and Laboratory environments. For over 60 years, we’ve built a reputation for quality, safety, and performance.
Office Coordinator
Join a dynamic engineering team where your organizational skills keep projects moving forward.
About the Role
We are a growing HVAC and Mechanical Engineering firm seeking a highly organized and detail-oriented Office Coordinator to become the backbone of our day-to-day operations. In this role, you will support our engineering team with seamless office coordination, financial record-keeping, and accounts payable functions — ensuring our office runs efficiently so our engineers can focus on delivering exceptional projects.
Key Responsibilities
Office Coordination
- Manage daily office operations, including scheduling, correspondence, and filing systems
- Serve as the first point of contact for clients, vendors, and subcontractors — by phone, email, and in person
- Coordinate meetings, conference calls, and calendar management for engineering staff and project managers
- Maintain and organize project documentation, permits, engineering files, and compliance records
- Order and manage office supplies, equipment, and vendor relationships
- Assist with preparing proposals, reports, and client-facing presentations
Light Bookkeeping & Accounts Payable
- Process and track accounts payable invoices, ensuring timely and accurate payment to vendors and subcontractors
- Reconcile vendor statements and follow up on billing discrepancies
- Maintain organized financial records and support month-end close processes
- Assist with job costing data entry and project expense tracking
- Coordinate with the company's external accountant or CPA as needed
- Prepare basic financial reports, spreadsheets, and expense summaries for management review
Qualifications & Requirements
- 2+ years of office coordination or administrative experience, preferably in a construction, engineering, or trades environment
- Experience with light bookkeeping and accounts payable processes
- Proficiency in QuickBooks or similar accounting software
- Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook)
- Exceptional organizational skills with the ability to prioritize and manage multiple tasks simultaneously
- Strong written and verbal communication skills
- High level of discretion and professionalism when handling sensitive financial information
- Ability to work independently and proactively in a fast-paced, project-driven environment
Nice to Have
- Familiarity with HVAC, mechanical, or construction industry terminology
- Experience with project management software (e.g., Procore, BuilderTrend, or similar)
- Associate's or Bachelor's degree in Business Administration or related field
What We Offer
- Competitive salary commensurate with experience
- Health, dental, and vision insurance
- Paid time off and holidays
- Supportive, team-oriented work environment
- Opportunity for growth within an established and expanding firm
How to Apply
Please submit your resume and a brief cover letter describing your relevant experience to HR@tropicmechanical or apply with this ad through iHIRE. Please include this subject line: Office Coordinator Application.
We review applications on a rolling basis and will contact qualified candidates to schedule interviews.
Pay: From $25.00 per hour
Work Location: In person
