Administrative Coordinator for Service Business

COMMERCIAL HVAC SERVICE ADMINISTRATIVE COORDINATOR

We’re looking for a seasoned Office Administrator in Heating and Cooling Company to take ownership of the day-to-day administrative operations of our commercial department.

This is a hands-on position for someone who thrives in a busy small-business environment — someone who is organized, self-sufficient, and genuinely enjoys wearing many hats.

This is NOT an entry-level role. We need someone who can hit the ground running

What You’ll Do

• Manage daily administrative operations for our commercial HVAC division
• Process customer invoices and handle commercial billing
• Monitor Accounts Receivable and follow up on outstanding balances
• Conduct collection calls and coordinate payment follow-up
• Assist with Accounts Payable processing
• Coordinate permits, inspections, and project documentation
• Prepare payroll-related reports and administrative paperwork
• Communicate professionally with customers, vendors, subcontractors, and project managers
• Maintain organized project files and customer records
• Follow up on open estimates, proposals, and customer opportunities
• Support management with reporting and operational tasks
• Identify and act on opportunities to improve office efficiency

Required Qualifications

• 5 years of office administration experience (required — please do not apply if you have less)
• HVAC, construction, service industry, or contractor office experience strongly preferred
• Experience handling Accounts Receivable (AR) and Accounts Payable (AP)
• Customer billing, collections, and payment follow-up experience
• Proficiency in Microsoft Outlook, Word, Excel and Service Titan.
• Excellent verbal and written communication skills
• Strong organizational and time management abilities
• Ability to multitask and stay calm in a fast-paced environment
• Self-starter mindset — you manage your workload without being told what to do next
• Professional phone manner and customer service skills

Preferred Qualifications (Bonus Points)

• ServiceTitan experience
• QuickBooks experience
• Permitting and inspection coordination experience
• Certified payroll, prevailing wage, or public works documentation experience
• Construction billing or project administration background

Who Thrives Here

You’ll love this job if you:

• Take ownership and pride in your work
• Enjoy staying busy and solving problems on the fly
• Want to be a key player — not just a cog in the machine
• Value a stable, drama-free, team-oriented environment
• Are looking for long-term growth with a company that rewards loyalty
• Understand that great customer service is what keeps the lights on

Compensation & Benefits

• $50,000 – $65,000 per year, based on experience
• Health insurance
• 401K and Matching
• Collage Kids Planning
• Life Insurance
• Paid time off
• Paid holidays
• Stable, year-round employment
• Real opportunity for growth and increased responsibility
• Small team where your work is visible and appreciated

How to Apply

Submit your resume along with a brief note about your relevant experience. We review every application personally.

⚠ Please do not apply if you have fewer than 5 years of office administration experience.

We look forward to hearing from you! — The Air Blue Team

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Relocation assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Application Question(s):

• This is In-Office employment is commuting to Wheeling ok with You?

Experience:

• Office Administrator: 5 years (Required)

Work Location: In person

Salary : $50,000 - $65,000