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
