HVAC Construction Administrator
Crete United•Mineola, NY
•Onsite
About The Position
Dynaire, a Crete United company, is seeking an HVAC Construction Administrator for their Mineola, NY location. This role is crucial for maintaining smooth office operations and supporting project management functions within the HVAC construction field. The ideal candidate will possess excellent communication and organizational skills, with a patient and professional demeanor. This position offers year-round work stability and the opportunity to grow into financial support roles.
Requirements
- At least 2 years HVAC admin experience
- Patient demeanor mandatory
Nice To Haves
- Experience with Procore
Responsibilities
- Answer a multi-line phone system with a polite, professional voice and patient demeanor.
- Greet guests, vendors, and applicants, ensuring proper sign-in and direction.
- Sign for deliveries and manage incoming/outgoing mail and packages.
- Make scheduling and follow-up calls to customers for service and project coordination.
- Assist in scheduling internal meetings, interviews, and team events.
- Support project managers with administrative coordination (e.g., sending reminders, updating calendars, circulating agendas, tracking follow-ups).
- Complete various online documents such as pre-qualification forms and client/vendor compliance requirements.
- Prepare reports, spreadsheets, and correspondence as directed.
- Maintain accurate filing systems (digital and paper) to support easy access to project and office records.
- Assist with employees’ time entry to ensure accurate hourly payroll and job allocation.
- Possibly grow into supporting payables and receivables, including invoice coding, tracking, and follow-ups with vendors/customers.
- Provide day-to-day support to management and field staff with administrative needs.
- Act as a communication bridge between office and field teams to ensure smooth coordination.
- Assist in organizing company events, training sessions, or recognition activities.
- Assist with RFI's, submittal processes, Procore usage, etc.
Benefits
- Year-round work stability
- PTO (paid time off)
- 8 paid holidays
- Health insurance, including dental, vision, for employees and family
- Life insurance
- Short term and long term disability
- 401K Retirement Program
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
