What are the responsibilities and job description for the HVAC Office Administrator / Operations Coordinator position at Smart HVAC LLC?
About Smart HVAC LLC
Smart HVAC LLC is a growing residential and light commercial HVAC company based in Vancouver, WA. We proudly serve Southwest Washington and the Portland Metro area. Our reputation is built on professionalism, quality workmanship, and exceptional customer service.
We are looking for an organized, responsible, and self-motivated Office Administrator / Operations Coordinator to become a key member of our team. This role is ideal for someone who enjoys helping customers, staying organized, solving problems, and supporting a fast-paced service business.
The ideal candidate is dependable, detail-oriented, communicates professionally, and can effectively manage multiple priorities while maintaining a positive attitude.
What We Offer
- Competitive hourly pay based on experience
- Performance Bonus Program
- Professional work environment
- Professional development assistance
- Ongoing training
- Career growth opportunities
- Supportive and team-oriented workplace
- Employee discount
ResponsibilitiesCustomer Service
- Answer incoming phone calls professionally and provide outstanding customer service
- Schedule HVAC service calls, maintenance visits, and installation appointments
- Respond to customer emails, text messages, and online inquiries
- Confirm appointments and communicate schedule updates
- Follow up with customers after completed jobs
- Request customer reviews and maintain strong customer relationships
Dispatch & Scheduling
- Dispatch technicians efficiently throughout the day
- Coordinate technician schedules and optimize daily routes
- Monitor technician progress and communicate schedule changes
- Assist with emergency scheduling when needed
Office Administration
- Create estimates, invoices, and customer documentation
- Process customer payments
- Maintain accurate customer records and digital files
- Register manufacturer warranties
- Prepare permits and inspection paperwork when required
- Order equipment, parts, office supplies, and materials
- Communicate with suppliers, distributors, and vendors
- Track inventory and equipment deliveries
Sales & Business Support
- Follow up on unsold estimates and customer leads
- Maintain and update the CRM system
- Assist with marketing activities and customer communications
- Help improve office procedures and workflow
- Provide administrative support to the owner and management team
QualificationsRequired
- Excellent customer service and communication skills
- Strong organizational and multitasking abilities
- Professional phone etiquette
- Strong computer skills
- Experience with Microsoft Office and Google Workspace
- Ability to quickly learn new software
- High attention to detail
- Ability to work independently and prioritize tasks
- Positive attitude and strong work ethic
- Valid driver's license
- Ability to pass a pre-employment background check
Preferred
- Experience in an HVAC, plumbing, electrical, or construction office
- Experience with Housecall Pro or similar field service software
- QuickBooks experience
- Dispatching experience
- Sales or customer service experience
- Bilingual (English/Russian or English/Ukrainian) is a plus
Why Join Smart HVAC?
At Smart HVAC, every team member plays an important role in our success. We believe in professionalism, accountability, continuous improvement, and providing exceptional customer service. We invest in our employees by offering training, opportunities for advancement, and a supportive environment where your contributions are valued.
Pay: $23.00 - $28.00 per hour
Benefits:
- Employee assistance program
- Paid time off
- Professional development assistance
Work Location: In person
Salary : $23 - $28