Office Coordinator

Position Summary

Oliver Heating & Cooling is looking for a Office Coordinator to support the daily administrative and operational needs of the Residential Department. This position serves as a central point of communication between field electricians/field workers, customers, vendors, and office staff. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced service environment.

At Oliver Heating & Cooling, our greatest asset is our people. We are a Golden Rule company and pride ourselves on cultivating a supportive and dynamic work culture that not only values each individual but also encourages professional development. Here, you’ll find a team-oriented environment where growth is not just encouraged but actively promoted. Join us and experience how a commitment to our employees translates into success for everyone.

The Office Coordinator plays a key role in supporting the daily administrative and operational needs of the Electrical Department, with additional support for Plumbing and HVAC Install departments. This position serves as a central point of communication between field electricians, carpenters, customers, vendors, and office staff. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced service environment.

Key Responsibilities

Administrative & Office Support

• Provide general administrative support to the Electrical Department team
• Answer incoming calls, route requests appropriately, and assist customers with basic inquiries for three departments. 
• Maintain organized electronic and physical filing systems for permits, job documents, and service records
• Assist with department scheduling, coordination, timecards and daily workflow support

Job & Service Coordination

• Support the dispatching and scheduling of electricians for service calls and project work
• Communicate job updates between field staff, customers, and management
• Track work orders, job progress, and completion status in company software
• Assist with permit paperwork, inspection scheduling, and documentation as needed

Customer Service

• Provide a professional and friendly experience for customers over the phone and in person
• Respond to customer questions regarding appointments, job status, and general electrical service needs
• Support resolution of customer concerns by coordinating with supervisors and field staff

Department Organization

• Help support Plumbing & Residential HAVC Install Department at times. 
• Support for training coordination for new electrical team members
• Assist with preparation of reports, department communications, and internal tracking spreadsheets
• Submitting weekly payroll hours, with deadlines, for technicians.

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Qualifications

Required

• High school diploma or equivalent
• 1–3 years of administrative, coordinator, or office support experience (construction or trades preferred)
• Strong organizational skills and attention to detail
• Excellent communication and customer service skills
• Proficiency in Microsoft Office (Outlook, Word, Excel)

Preferred

• Experience in electrical, HVAC, plumbing, or other skilled trades office environments
• Familiarity with service dispatch software (ServiceTitan a plus)
• Knowledge of permitting and inspection processes

Key Skills & Competencies

• Ability to multitask and prioritize in a busy environment
• Professional phone etiquette and customer-focused mindset
• Team-oriented with a positive, dependable attitude
• Strong follow-through and problem-solving abilities

Work Environment & Physical Requirements

• Ability to sit, stand, and work on a computer for extended periods