Office Coordinator - HVAC

Molo Petroleum LLC•Dubuque, IA

1d•Onsite

About The Position

Molo Companies is seeking a reliable and detail-oriented HVAC Office Coordinator to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our HVAC service department by handling administrative tasks, coordinating schedules, and supporting communication between our technicians, customers, and suppliers.

Requirements

Proven experience (1-3 years) as an office coordinator, dispatcher, or similar role, preferably in the HVAC or construction industry.
Proficiency in MS Office and experience with CRM software.
Strong organizational and multitasking skills with the ability to prioritize tasks.
Excellent communication and customer service skills.
Attention to detail and accuracy in data entry and record keeping.
Ability to work independently and as part of a team in a fast-paced environment.

Nice To Haves

Knowledge of HVAC systems and terminology is a plus.

Responsibilities

Manage incoming calls and emails from customers, suppliers, and internal team members.
Schedule appointments and dispatch HVAC technicians to customer locations based on workload and geographical area.
Coordinate with technicians to ensure timely completion of service calls and maintenance jobs.
Maintain accurate records of work orders, service agreements, and customer accounts.
Prepare and process invoices, purchase orders, and other financial documents.
Monitor inventory levels and coordinate with suppliers to ensure timely delivery of parts and equipment.
Assist in resolving customer inquiries and complaints in a professional and efficient manner.
Provide administrative support to the HVAC service manager and team members as needed.
Perform general office duties such as filing, scanning, and organizing documents.