Administrative Coordinator

Position Summary

Central Air & Technologies is seeking an organized, proactive, and systems-minded Operations & Administration Manager to oversee the administrative and office functions of our growing HVAC company.

This position is responsible for keeping the administrative side of the company running efficiently while developing and implementing the systems, procedures, processes, and technology needed to support continued growth.

The ideal candidate is not simply someone who can answer phones, schedule work, and process paperwork. We are looking for someone who can take ownership of the office, identify inefficiencies, create repeatable systems, and gradually build an administrative infrastructure that allows the company to scale.

This person will work closely with company leadership, field technicians, installers, project managers, vendors, and customers.

The successful candidate will be comfortable wearing multiple hats in a growing company while maintaining the discipline to build systems that eventually allow those responsibilities to be delegated as the company grows.

Core Responsibilities

1. Office & Administrative Operations

• Serve as the primary administrative coordinator for Central Air & Technologies.
• Manage day-to-day office operations and administrative workflows.
• Answer and route phone calls, emails, and customer inquiries.
• Coordinate customer communication and follow-up.
• Maintain organized digital and physical records.
• Manage incoming and outgoing correspondence.
• Maintain company calendars and administrative schedules.
• Coordinate meetings and internal communication.
• Develop standardized administrative procedures and checklists.
• Identify recurring administrative problems and develop solutions.
• Ensure important tasks are completed consistently and on time.

2. Scheduling & Dispatch Support

• Coordinate closely with service technicians, installers, project managers, and leadership.
• Assist with scheduling service calls, maintenance, installations, inspections, and other work.
• Maintain visibility into upcoming workload and staffing needs.
• Help optimize technician and installer schedules.
• Communicate schedule changes to customers and employees.
• Track incomplete jobs, callbacks, estimates, inspections, and follow-up requirements.
• Help establish standardized scheduling and dispatch procedures.
• Develop systems that allow scheduling and dispatch responsibilities to eventually be delegated effectively.

3. Customer Management

• Serve as a professional point of contact for customers.
• Coordinate customer communications from initial contact through job completion.
• Track estimates and proposals requiring follow-up.
• Follow up on open proposals and opportunities.
• Coordinate warranty issues and customer concerns.
• Monitor customer satisfaction and identify recurring issues.
• Maintain accurate customer information.
• Help develop standardized customer communication templates and procedures.

4. Accounts Receivable & Billing Support

• Assist with customer invoicing and billing processes.
• Ensure completed work is properly documented and ready for billing.
• Monitor outstanding receivables.
• Follow up on overdue accounts as directed.
• Coordinate collection documentation.
• Assist with customer account questions.
• Maintain accurate billing records.
• Work with the company's accounting/bookkeeping resources.
• Help establish consistent billing procedures that reduce delays and missed revenue.

5. Accounts Payable & Vendor Administration

• Process and organize vendor invoices.
• Match invoices to purchases, jobs, and purchase orders when applicable.
• Maintain vendor records.
• Assist with vendor statement reconciliation.
• Track recurring expenses and administrative subscriptions.
• Coordinate vendor communications.
• Maintain required vendor documentation.
• Assist leadership with purchasing and vendor management.

6. Payroll & Employee Administration

• Assist with payroll preparation and documentation.
• Maintain employee records.
• Track PTO, holidays, and other employee time.
• Coordinate onboarding and offboarding processes.
• Maintain employee certifications and required documentation.
• Assist with employee benefits administration.
• Maintain standardized employee onboarding checklists.
• Coordinate training documentation and continuing education records.

7. Job & Project Administration

Support the administrative side of:

• Residential service work
• Residential replacements
• New construction
• Commercial HVAC work
• Maintenance agreements
• Warranty work
• Estimates and proposals
• Purchase orders
• Permits and inspections
• Subcontractor documentation
• Project closeout

The Operations & Administration Manager will help ensure that information flows properly between the customer, office, field personnel, vendors, and leadership.

8. Systems & Process Development

This is one of the most important parts of the position.

The successful candidate will be expected to help Central Air & Technologies develop a scalable operating system.

Responsibilities include:

• Documenting existing processes.
• Identifying inefficient or redundant processes.
• Creating standard operating procedures (SOPs).
• Creating checklists and workflows.
• Establishing administrative standards.
• Creating templates for recurring communications.
• Developing systems for tracking open tasks and responsibilities.
• Identifying opportunities for automation.
• Implementing appropriate software and technology.
• Improving information flow between the office and field.
• Establishing accountability systems.
• Creating procedures that allow responsibilities to be transferred to additional employees as the company grows.

Benefits:

• Flexible schedule
• Paid time off
• Tuition reimbursement

Work Location: In person