Office Assistant

HVAC Office Administrator / Operations Coordinator

Position Type: Full-Time
Industry: HVAC / Residential & Commercial Service

Position Overview

We are seeking a highly organized, dependable, and customer-focused Office Administrator / Operations Coordinator to join our HVAC company. This role is responsible for managing daily office operations, supporting field technicians, handling customer communication, coordinating schedules, processing payroll, pulling permits, managing marketing tasks, and ensuring smooth workflow across the company.

The ideal candidate is detail-oriented, professional under pressure, and capable of multitasking in a fast-paced service environment.

Key Responsibilities

Customer Service & Communication

• Answer incoming customer calls professionally and efficiently
• Schedule service calls, maintenance visits, and installations
• Respond to customer questions, concerns, and follow-ups
• Maintain strong customer relationships and provide excellent service
• Handle customer invoicing, payments, and account updates

Office & Operations Management

• Coordinate daily schedules for HVAC technicians and installers
• Dispatch technicians and communicate schedule changes
• Track job progress and update customers accordingly
• Maintain organized digital and physical records
• Assist with accounts payable/receivable and general administrative tasks

Permits & Compliance

• Pull permits with local municipalities as required
• Coordinate inspections and maintain permit documentation
• Ensure jobs meet local code and compliance requirements

Payroll & Employee Support

• Process weekly or biweekly payroll accurately and on time
• Track employee hours, overtime, and job allocations
• Assist with onboarding paperwork and employee records

Warranty & Equipment Registration

• Register HVAC equipment warranties with manufacturers
• Maintain warranty documentation and customer records
• Assist customers with warranty-related questions and claims

Marketing & Business Support

• Assist with social media updates, email campaigns, and promotions
• Help manage online reviews and customer follow-up programs
• Support lead tracking and customer retention initiatives
• Coordinate maintenance agreement reminders and marketing outreach

Qualifications

• Previous HVAC, construction, home services, or office administration experience preferred
• Strong phone communication and customer service skills
• Ability to multitask and stay organized in a fast-paced environment
• Experience with scheduling and dispatching technicians preferred
• Familiarity with QuickBooks, Housecall Pro, or similar software is a plus
• Basic knowledge of permits, payroll, and invoicing processes preferred
• Strong computer and data entry skills
• Reliable, professional, and team-oriented

Preferred Skills

• HVAC industry knowledge
• Dispatching experience
• Marketing or social media experience
• Payroll processing experience
• Permit coordination experience

Pay: $16.00 - $28.00 per hour

Work Location: Hybrid remote in Paradise, TX 76073