Overview
Join our growing HVAC team as an HVAC Office Administrator and play an important role in supporting our day-to-day operations. This position is ideal for someone who is organized, detail-oriented, computer proficient, and familiar with HVAC/construction office operations. The successful candidate will assist with quotations, invoicing, purchasing, material handling, accounting, customer service, and administrative tasks.
Duties
- Prepare accurate HVAC quotations and estimates based on drawings, specifications, material requirements, and customer requests.
- Prepare and issue customer invoices, purchase orders, and other billing documents.
- Post and record invoices accurately in the company’s accounting system.
- Assist with accounts payable and accounts receivable, including tracking outstanding invoices and payments.
- Maintain accurate financial, customer, vendor, project, and employee records.
- Receive, review, and organize supplier invoices and match them with purchase orders and material orders.
- Coordinate material purchasing and material handling, including ordering, receiving, tracking, and organizing HVAC materials and equipment.
- Maintain accurate records of materials used on projects and monitor inventory levels.
- Communicate with suppliers and vendors to obtain pricing, availability, delivery schedules, and product information.
- Assist with scheduling deliveries and coordinating materials for job sites.
- Communicate with customers regarding quotations, invoices, payments, appointments, and service/project requirements.
- Answer phone calls, respond to emails, and provide general administrative support.
- Assist project managers and field technicians with documentation, purchase orders, work orders, and project-related paperwork.
- Enter and maintain accurate information in company software and accounting systems.
- Track project costs, material purchases, invoices, and other project expenses.
- Assist with payroll and employee-related administrative tasks when required.
- Maintain organized electronic and physical records.
- Perform general office administration and other duties as required.
Requirements
- Previous experience in HVAC, construction, mechanical, or a related office environment is preferred.
- Experience preparing HVAC quotations, estimates, invoices, and purchase orders.
- Basic to strong understanding of HVAC equipment, materials, terminology, and construction processes.
- Experience with accounting, bookkeeping, invoicing, and posting invoices.
- Strong knowledge of Microsoft Excel and Microsoft Word.
- Good computer skills, including file management, email, data entry, and the ability to learn and use company software.
- Strong organizational and time-management skills with excellent attention to detail.
- Ability to communicate professionally with customers, suppliers, contractors, and employees.
- Ability to manage multiple quotations, invoices, orders, and administrative tasks at the same time.
- Strong written and verbal communication skills.
- Ability to work independently and as part of a team.
Preferred Experience
- Experience with HVAC estimating or construction estimating software.
- Knowledge of HVAC equipment, ductwork, sheet metal, plumbing, electrical, and mechanical materials.
- Experience working with suppliers and obtaining material pricing.
- Experience with project costing and job tracking.
Join our team and become an important part of our HVAC operations by helping ensure that quotations, materials, invoicing, accounting, and office administration are handled accurately and efficiently.
Pay: From $18.00 per hour
Work Location: In person
