HVAC Office Administrator

HVAC Office Administrator / Operations Coordinator

Job Title: HVAC Office Administrator / Operations Coordinator

Location: Remote work

We are looking for a highly organized and detail-oriented professional to manage the administrative and operational tasks of our HVAC company. The ideal candidate will be responsible for multitasking efficiently, staying ahead of deadlines, and ensuring smooth operations. This role requires excellent communication skills, a proactive attitude, and the ability to manage various tasks related to job coordination, customer communication, project management, compliance, and marketing.

Key Responsibilities:

• Job Coordination & Documentation: Handle work orders, change orders, submittals, RFIs, and RFPs.
• Customer & Vendor Communication: Communicate with clients, vendors, and contractors via email, phone, and WhatsApp.
• Project & Office Management: Assist with bids/proposals, track equipment rentals, material purchases, and change orders. Maintain communication with on-site project managers.
• Compliance & Safety: Assist with site-specific safety plans and ensure all regulatory paperwork is properly managed.
• Marketing & Social Media: Help manage our online presence, customer engagement, and brand awareness.
• HVAC Plans & Vendor Pricing: Review HVAC plans and specifications, pull necessary information to request pricing from vendors. Track all vendor estimates and submittals using Monday.com.
• PlanSwift & Estimating Support: Utilize PlanSwift to review takeoffs, measure materials, and assist in preparing estimates.

Qualifications:

• Proven experience in HVAC, construction, or a related industry.
• Familiarity with HVAC plans and specifications and effective communication with vendors for pricing and materials.
• Proficiency in using Monday.com to track project progress, vendor estimates, and submittals.
• Proficient in PlanSwift for takeoffs and estimation support.
• Strong organizational and time management skills, with the ability to handle multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proactive, adaptable, and able to anticipate company needs.
• Proficiency in Gmail, Google Sheets, Google Docs, Monday.com, WhatsApp, PlanSwift, and RingCentral.

Preferred Skills:

• Experience with other project management and communication tools.
• Knowledge of compliance and safety regulations in the HVAC industry.
• Strong problem-solving skills and ability to work independently.
• Ability to manage social media platforms and contribute to marketing efforts.