Office Operations & HR Coordinator
LaVerne & Son Heating, Air Conditioning & Electrical
Location: Bakersfield, California
Job Type: Full-Time
Schedule: Monday–Friday, with occasional overtime during peak season
Compensation: $28.00–$34.00 per hour, depending on experience, plus performance incentives
About LaVerne & Son
LaVerne & Son Heating, Air Conditioning & Electrical is a growing, family-owned home-service company serving Bakersfield and the surrounding communities.
For more than 30 years, we have built our reputation around professional service, quality workmanship, strong communication, and taking care of our customers and employees.
As our company continues to grow, we are looking for an organized, dependable, and proactive Office Operations & HR Coordinator who can help keep our office, field teams, employee onboarding, customer communication, and daily administrative processes running smoothly.
This is not simply a receptionist or data-entry position. This person will play an important role in coordinating daily operations, supporting employee onboarding, maintaining accountability, improving communication, and making sure important tasks do not fall through the cracks.
Position Summary
The Office Operations & HR Coordinator supports the day-to-day operations of the company by coordinating communication between customers, office staff, technicians, installers, managers, vendors, job applicants, new employees, and ownership.
This person will also oversee the administrative side of employee onboarding, uniform ordering, employee-file maintenance, recruiting coordination, training documentation, and other basic HR-related responsibilities.
The ideal candidate is highly organized, comfortable managing multiple priorities, confident communicating with customers and employees, and able to follow established processes without needing constant supervision.
This position is best suited for someone who takes ownership, pays close attention to details, follows through consistently, protects confidential information, and enjoys creating order in a fast-paced environment.
Primary Responsibilities Daily Office and Operations Coordination
- Help coordinate the daily workflow between dispatch, customer service, service technicians, install crews, managers, and ownership.
- Monitor active jobs, upcoming appointments, sold work, pending repairs, installations, warranty calls, permits, inspections, and customer follow-ups.
- Make sure important tasks are assigned, documented, completed, and followed through to resolution.
- Communicate schedule changes, delays, special job requirements, and customer concerns to the appropriate team members.
- Assist management with identifying scheduling conflicts, incomplete jobs, missing information, and operational bottlenecks.
- Maintain daily and weekly task lists to help ensure outstanding items do not fall through the cracks.
- Provide management with clear updates regarding urgent issues, unresolved tasks, customer concerns, and scheduling risks.
Recruiting and Applicant Coordination
- Post approved job openings on Indeed and other approved recruiting platforms.
- Monitor incoming applications and identify applicants who meet the established position requirements.
- Communicate with applicants professionally and promptly.
- Conduct or coordinate initial screening calls using company-approved questions.
- Schedule phone interviews, in-person interviews, working interviews, and follow-up meetings.
- Maintain an organized applicant-tracking system showing each candidate’s status.
- Assist managers with reference checks and other approved pre-employment steps.
- Prepare interview packets, scorecards, job descriptions, and offer-documentation materials.
- Communicate approved job offers and onboarding instructions after management has made the final hiring decision.
- Maintain a positive and professional applicant experience throughout the hiring process.
Customer Communication
- Provide professional and friendly communication by phone, text, email, and in person.
- Follow up with customers regarding estimates, pending decisions, repairs, installations, financing, scheduling, permits, inspections, and project updates.
- Help resolve customer concerns by gathering accurate information and coordinating with the appropriate manager.
- Maintain a high level of professionalism and customer care during every interaction.
- Help ensure customers receive timely updates and do not feel forgotten.
- Document customer communication and follow-up activity accurately within company systems.
Job and Documentation Management
- Review customer files and job records for completeness and accuracy.
- Confirm that agreements, approvals, equipment information, photos, forms, permits, inspection documents, financing information, and completion paperwork are properly uploaded.
- Monitor jobs for missing documentation and follow up with employees when information is incomplete.
- Assist with maintaining accurate customer, employee, and job information within ServiceTitan and other company systems.
- Help ensure technicians and installers properly dispatch, arrive, document, and close out their jobs.
- Maintain organized digital records and internal tracking systems.
- Assist management with reports, checklists, forms, and internal documentation.
Scheduling and Follow-Up
- Assist with scheduling service calls, repairs, installations, inspections, quality-control visits, training, interviews, and warranty appointments.
- Track parts availability, equipment orders, customer approvals, financing status, permits, inspections, and other items that could delay completion.
- Follow up with vendors, employees, managers, or customers when action is required.
- Help coordinate return visits and make sure customers receive clear expectations.
- Maintain follow-up lists until each assigned item is resolved or transferred to the appropriate manager.
- Help coordinate company meetings, employee training, safety meetings, and internal events.
Employee Onboarding and HR Administration
- Coordinate the administrative onboarding process for new employees.
- Prepare and maintain onboarding checklists for each new hire.
- Collect and organize required new-hire documents, acknowledgments, certifications, licenses, and company forms.
- Coordinate background checks, drug screenings, driving-record checks, and other approved pre-employment requirements when applicable.
- Communicate first-day instructions, start times, dress expectations, training schedules, and reporting locations to new employees.
- Set up new employees in approved company systems and coordinate access to email, ServiceTitan, communication platforms, training platforms, and other required software.
- Coordinate with managers to make sure new employees receive the appropriate tools, equipment, vehicle information, company materials, and training.
- Order, track, distribute, and replace employee uniforms, identification badges, company apparel, and assigned office or field supplies.
- Maintain accurate uniform sizes, quantities, orders, and employee-issued-property records.
- Maintain organized and confidential employee records.
- Track expiration dates for driver’s licenses, certifications, required training, and other employment-related documentation.
- Assist with scheduling employee orientations, safety training, company-policy reviews, and department introductions.
- Help maintain attendance records, policy acknowledgments, coaching documents, and other approved employee documentation as directed by management.
- Maintain employee onboarding and offboarding checklists.
- Assist with collecting company property, uniforms, keys, access credentials, devices, and other assigned items during employee offboarding.
- Protect confidential employee and company information at all times.
Team Accountability and Administrative Support
- Support managers by tracking assigned tasks, deadlines, callbacks, recalls, paperwork, training requirements, and unresolved customer issues.
- Professionally follow up with employees when required forms, photos, job documentation, or assigned tasks are incomplete.
- Help reinforce company procedures and standard operating processes.
- Assist with employee recognition, company events, meetings, training sessions, and internal communication.
- Help improve office, onboarding, recruiting, and administrative procedures as the company grows.
- Take ownership of assigned projects and follow them through from beginning to completion.
- Escalate sensitive employee, customer, legal, payroll, disciplinary, or safety matters to management promptly.
Qualifications
- Two or more years of office administration, operations coordination, dispatch, customer service, recruiting coordination, HR administration, project coordination, or similar experience.
- Experience in HVAC, plumbing, electrical, construction, property management, automotive service, or another field-service business is strongly preferred.
- Experience coordinating employee onboarding or maintaining employee records is preferred.
- Strong organizational and time-management skills.
- Excellent phone, written, and in-person communication.
- Ability to manage multiple tasks without losing attention to detail.
- Comfortable professionally holding employees accountable for missing information or incomplete tasks.
- Strong follow-through and problem-solving ability.
- Ability to remain calm and professional in a fast-paced environment.
- Proficiency with email, Microsoft Office, Google Workspace, spreadsheets, and business software.
- ServiceTitan experience is strongly preferred but not required.
- Indeed or applicant-tracking experience is preferred.
- Ability to handle confidential company, employee, applicant, and customer information appropriately.
- Reliable attendance and dependable transportation.
- Ability to follow established procedures while also identifying opportunities for improvement.
What Success Looks Like
A successful Office Operations & HR Coordinator will:
- Keep jobs, employee onboarding requirements, and customer concerns from falling through the cracks.
- Provide management with accurate and timely information.
- Maintain organized and complete customer, job, applicant, and employee records.
- Improve communication between the office, field teams, applicants, new hires, and managers.
- Follow up consistently without needing repeated reminders.
- Help reduce missed appointments, incomplete paperwork, delayed jobs, and onboarding problems.
- Make sure uniforms, employee access, forms, and training requirements are ready when new employees begin.
- Maintain an organized and professional recruiting process.
- Create a smoother experience for customers, applicants, employees, and managers.
- Take ownership of responsibilities and look for solutions rather than waiting to be directed.
Preferred Traits
We are looking for someone who is:
- Organized
- Dependable
- Detail-oriented
- Positive
- Accountable
- Assertive but professional
- Comfortable with technology
- Customer-focused
- Employee-focused
- Team-oriented
- Able to work independently
- Comfortable handling confidential information
- Motivated by measurable results
- Interested in long-term growth with the company
Decision-Making Authority
This position will coordinate and administer approved company processes. Final decisions regarding hiring, compensation, formal discipline, termination, employee investigations, benefits, and other sensitive employment matters will remain with company ownership or designated management.
The Office Operations & HR Coordinator will be responsible for making sure the administrative process is organized, documented, and completed correctly.
Compensation and Benefits
- Competitive hourly compensation based on experience.
- Performance-based monthly incentive opportunities.
- Paid training and continued development.
- Paid time off.
- Holiday pay.
- Medical or other company benefits, where applicable.
- Opportunities for advancement as the company continues to grow.
- Stable, full-time employment with an established local company.
Application Instructions
Please submit your résumé along with a brief explanation of why you believe you would be successful in an operations and HR coordination position.
To show that you read the full posting, begin your application message with the words:
Operations & HR Coordinator
Then include two or three sentences explaining how you stay organized when managing multiple unfinished tasks.
Applicants should be prepared to discuss examples of how they have:
- Managed several priorities at once.
- Coordinated the onboarding of a new employee.
- Followed a project through to completion.
- Handled a difficult customer or employee situation.
- Found and corrected an administrative or operational problem.
- Used software, checklists, or tracking systems to stay organized.
- Protected confidential employee or customer information.
LaVerne & Son Heating, Air Conditioning & Electrical is an equal opportunity employer.
Pay: $28.00 - $34.00 per hour
Benefits:
Application Question(s):
- Are you able to work full-time, Monday through Friday, at our Bakersfield office?
- Are you comfortable working in a fast-paced office and managing multiple unfinished tasks at once?
- Are you comfortable professionally following up with employees when paperwork, job documentation, or assigned tasks are incomplete?
- Are you comfortable handling confidential employee and customer information?
- Have you used ServiceTitan or similar dispatch and customer-management software?
- Do you have experience coordinating new-hire onboarding?
- Have you ordered and tracked employee uniforms, tools, equipment, or company property?
- Do you have experience scheduling interviews or communicating with job applicants?
Education:
- High school or equivalent (Required)
Experience:
- office administration, onboarding, HR support: 2 years (Required)
Location:
- Bakersfield, CA 93313 (Required)
Shift availability:
Ability to Commute:
- Bakersfield, CA 93313 (Required)
Work Location: In person
