What are the responsibilities and job description for the Administrative Specialist (Residential New Construction HVAC) position at MTB Mechanical?
Job Summary
We are seeking a highly organized and detail-oriented Administrative Specialist to support our Residential New Construction HVAC division. This role is critical to keeping projects on schedule by coordinating with builders, field teams, suppliers, and internal departments. The ideal candidate thrives in a fast-paced construction environment, communicates clearly, and enjoys being the central point of organization for multiple projects at once.
Key Responsibilities
We are seeking a highly organized and detail-oriented Administrative Specialist to support our Residential New Construction HVAC division. This role is critical to keeping projects on schedule by coordinating with builders, field teams, suppliers, and internal departments. The ideal candidate thrives in a fast-paced construction environment, communicates clearly, and enjoys being the central point of organization for multiple projects at once.
Key Responsibilities
- Serve as administrative support for residential new construction HVAC projects
- Coordinate scheduling between builders, project managers, and field technicians
- Process work orders, contracts, change orders, and job documentation
- Track project timelines, permits, inspections, and installation milestones
- Communicate job status updates to internal teams and external partners
- Maintain accurate project files in company software and databases
- Lead invoicing and job cost tracking
- Handle incoming calls and emails related to new construction projects
- Ensure compliance with company procedures and builder requirements
- High school diploma or equivalent
- 2 years of administrative experience, preferably in HVAC, construction, or a trade-related industry
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Ability to work effectively in a deadline-driven environment
- Experience with residential new construction processes
- Familiarity with HVAC terminology and workflows
- Experience using construction or HVAC software (ServiceTitan, BuildPro, CoConstruct, or similar)
- Knowledge of permitting and inspection processes
- Detail-oriented and highly organized
- Proactive problem solver
- Strong follow-through and time management
- Customer-service mindset when working with builders and partners
- Comfortable working with multiple projects simultaneously
- Office-based role with frequent communication with field personnel and builders
- Fast-paced, team-oriented construction environment
- Competitive pay
- Health, dental, and vision insurance
- Paid time off and holidays
- Growth opportunities within the company