HVAC Admin Assistant

Emerald Aire, Auburn WA.

"Team" is not a slogan, it's how we operate, and it's ingrained in how we treat people. We believe we deliver better results to our "fans" through the strength of our team. At Emerald Aire, we will not lose sight that teamwork, communication, and quality have always been our greatest assets.

We are seeking a HVAC Admin Assistant to support our growing team of 13 technicians.

Overview: This role will partner with our existing dispatcher to ensure smooth operations, accurate documentation, and excellent customer communication. The Service Coordinator will focus on auditing and processing technician paperwork, coordinating follow-up visits, distributing work order summaries, and serving as a backup dispatcher.

This is an ideal position for someone who is highly organized, detail-oriented, and collaborative, who thrives on keeping operations running seamlessly behind the scenes.

Position: HVAC Admin Assistant

Pay Rate: $32.00 - $36.00 per hour

Work Hours: Monday through Friday; 6:30am - 3:30pm with a 1-hour lunch

Why Join Emerald Aire?

• We offer more than just a job - we create an environment where work-life balance and fun go hand in hand
• Healthy Work-Life Balance: We care about our employees' well-being and ensure you have the time to enjoy life outside of work.
• Exciting Team Events: Whether it's bowling, axe throwing, or something else, we make sure there are plenty of opportunities to relax and have fun with your coworkers.
• Annual Family Picnics & Cookouts: Our family-friendly gatherings allow you to celebrate the season with your loved ones and fellow team members.
• Holiday Parties & Team Building: Celebrate the holidays and build stronger relationships through unique and engaging team-building activities.

Benefits:

• Health, dental and vision insurance
• Fully funded HSA employer contribution (100% covered for the employee only)
• Family/dependent coverage available
• Short-term disability coverage options
• Company provided Life insurance policy of $25,000
• 401K plan and profit sharing: Employer contributes up to 10% of your annual Income based on profitability with a safe harbor of 3%
• Company provided cell phone and laptop computer
• 3 weeks of Paid Time Off (PTO) to be used for vacation and sick time
• 8 paid holidays per year
• Emerald Aire Bonus Program

Key Responsibilities:

• Audit technician work orders, reports, and supporting documentation for accuracy and completeness.
• Manage purchase orders, truck stock, and refrigerant tracking.
• Maintain service and project spreadsheets until reports are automated.
• Customer & Technician Coordination
• Support dispatcher in scheduling and confirming service visits.
• Ensure follow-up visits are promptly scheduled and communicated.
• Email work order summaries and reports to customers in a timely manner.
• Assist with maintenance agreement bookings and renewals.
• Serve as backup dispatcher during absences or peak demand.
• Track maintenance completion dates in ClickUp and keep service records current.
• Coordinate permits, inspections, and project startup calls as needed.
• Support special projects and internal process improvements.

Required Qualifications / Skills:

• Prior experience in service coordination, dispatch, or administrative support in a technical or construction environment preferred.
• Strong organizational skills with attention to detail and accuracy.
• Excellent communication and customer service abilities.
• Proficiency with scheduling systems, Microsoft Office/Excel; experience with BuildOps or similar platforms a plus.
• Ability to manage multiple priorities in a fast-paced environment.

We are an equal opportunity employer

Learn more about Emerald Aire: www.emeraldaire.com