Administrative Assistant / Service Coordinator – Commercial HVAC

Administrative Assistant / Service Coordinator – Commercial HVAC

Boise, ID | $18–$24/hr | Weekly Pay | 100% Paid Medical | Long-Term Stability

If you’re an administrative professional who thrives in a fast-paced service environment and takes pride in keeping operations organized, this is an opportunity to build long-term stability with a growing commercial HVAC company.

ColdTech Refrigeration is expanding in Boise and hiring a skilled Administrative Assistant / Service Coordinator to support our commercial HVAC service operation. This is a local, full-time role supporting field technicians, customers, and management.

This position plays a critical role in technician efficiency, customer satisfaction, and overall office operations.

Why Join ColdTech?

• $18.00–$24.00 per hour, based on experience
• Paid weekly
• 100% company-paid medical insurance (employee coverage)
• Affordable family medical options
• 401(k) with industry-leading company match
• Up to 20 days PTO + paid holidays (based on experience)
• Dental, vision, life insurance & disability plans
• Stable, growing commercial HVAC company with long-term opportunity

What You’ll Be Responsible For

You will serve as the administrative backbone of our Boise service office, supporting a team of commercial HVAC technicians.

Service & Dispatch Coordination

• Entering service calls into PO logs and dispatch software
• Assigning and dispatching technicians to service calls
• Preparing and distributing job paperwork
• Tracking technician schedules, availability, and call-outs
• Coordinating preventive maintenance (PM) scheduling with customers

Administrative & Accounting Support

• Managing accounts receivable
• Invoicing completed jobs in QuickBooks
• Uploading invoices and maintaining PM account records
• Processing payroll support, including timecard submission and spreadsheets
• Answering customer calls and emails professionally and efficiently

What We’re Looking For

• 1–4+ years of administrative experience (HVAC, construction, mechanical trades, or service industry strongly preferred)
• Experience with accounts receivable and invoicing
• Proficiency in QuickBooks, Service Titan, and Microsoft Office
• Experience dispatching technicians or coordinating service schedules preferred
• Experience with Paylocity or NetSuite is a plus
• Highly organized, detail-oriented, and able to work independently
• Comfortable in a fast-paced service environment

About ColdTech Refrigeration

ColdTech Refrigeration is a leading commercial HVAC and refrigeration service provider across the Intermountain West. We support restaurants, grocery stores, convenience stores, schools, and industrial facilities.

Our technicians and office staff are the reason for our success — and we invest in them accordingly.

If you’re looking for long-term stability, strong benefits, and a company that values organization and accountability, we’d love to hear from you.

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