HVAC Office Administrator / Operations Coordinator - Remote

Overview

We are looking for a highly organized and detail-oriented professional to manage the administrative and operational tasks of our HVAC company.

In Short

• Handle work orders, change orders, submittals, RFIs, and RFPs.
• Communicate with clients, vendors, and contractors via email, phone, and WhatsApp.
• Assist with bids/proposals, track equipment rentals, material purchases, and change orders.
• Maintain communication with on-site project managers.
• Assist with site-specific safety plans and ensure all regulatory paperwork is properly managed.
• Help manage our online presence, customer engagement, and brand awareness.
• Review HVAC plans and specifications, pull necessary information to request pricing from vendors.
• Utilize PlanSwift to review takeoffs, measure materials, and assist in preparing estimates.

Requirements

• 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.

Benefits

• 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.