HVAC Office Coordinator

DE Investments INC•Monroe, LA

10h•Onsite

About The Position

In this role, you will play a critical role in ensuring the smooth and efficient operation of the office by providing exceptional customer service, administrative support, and cross-departmental coordination. This position serves as the first point of contact for incoming calls and customer inquiries, handling them promptly and professionally. The coordinator manages communication and documentation across departments, assists with scheduling and production support, and maintains accurate job files and signed paperwork. Additional responsibilities include supporting HR functions such as onboarding, training compliance, uniform distribution, providing basic IT support, and administering payroll. The role also includes managing accounts receivable, processing payments, preparing bank deposits, and maintaining an organized filing system. This multifaceted position requires strong organizational skills, attention to detail, and the ability to communicate effectively with customers, team members, and department leads.

Requirements

Excellent verbal and written communication skills
Ability to listen actively, understand customer needs, and respond promptly and effectively
Professional phone etiquette and experience managing a multi-line phone system
Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines
Strong attention to detail, especially in handling documentation, schedules, and filing systems
Ability to create and manage effective schedules with minimal changes or conflicts
Accuracy and attention to detail in processing customer payments and preparing bank deposits
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with office software and databases
Comfortable using office equipment such as printers, scanners, and phone systems
Ability to think critically and adapt quickly to changing priorities or customer needs
Self-motivated with the ability to work independently and as part of a team
High school diploma or GED required
2+ years of administrative or office coordination experience, preferably in the construction, HVAC, or service industry
Experience with scheduling, job file management, and general office operations
Demonstrated experience in customer service, including handling inbound calls and resolving issues professionally
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic comfort with business software and technology tools

Responsibilities

Answer phones + daily customer service
Answer incoming phone calls promptly and professionally
Facilitate clear and effective communication with customers
Monitor, assess and professionally respond to customer inquiries and needs
Audit voicemail messages from customers and Centers of Influence (COIs) to ensure proper follow-up
Communication & documentation assistance
Manage incoming and outgoing mail, emails and other correspondence efficiently
Maintain clear and professional communication with all team members
Facilitate effective communication with department heads (Accounting, HR, IT, Collections, etc.)
Provide assistance in obtaining and managing signed documents as required
Ensure the collection of necessary signed paperwork and photographs at the initiation and completion of jobs
Oversee and ensure accuracy in the job file management process
Scheduling + production support
Collect and verify scheduling information from the team daily
Create accurate and effective schedules requiring minimal adjustments
Finalize schedules promptly to allow clear communication with customers
Maintain adequate inventory levels for office and general supplies
HR + IT support
Ensure timely updates of employee training documents and performance evaluations
Assist in managing compliance with training schedules
Coordinate and participate in scheduling, conducting interviews and employee onboarding
Ensure employees have appropriate uniform items; promptly notify HR when additional items are needed
Provide assistance with employee password resets and basic technology troubleshooting
Administer payroll accurately and submit for timely approval
Accounts receivable
Accurately process customer payments and prepare bank deposits
Maintain an organized and efficient filing system