HVAC Construction Administrator
About The Position
Phone & Front Office Primary answering of a multi-line phone system with a polite, professional voice. Patient demeanor mandatory. Greeting guests, vendors, and applicants; ensuring proper sign-in and directing them appropriately. Signing for deliveries and managing incoming/outgoing mail and packages. Scheduling & Coordination 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). Administrative & Document Control 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. Payroll & Finance Support 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. Team Support 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.
Requirements
- At least 2 years HVAC admin experience
Responsibilities
- Primary answering of a multi-line phone system
- Greeting guests, vendors, and applicants
- Signing for deliveries and managing 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
- 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
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
- $65-90K/yr DOE
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
