Duties and Responsibilities:

Administrative Support:

• Maintain and organize accurate records and files for HVAC service contracts, project timelines, equipment, and client interactions.
• Prepare reports, service documentation, and necessary paperwork, ensuring accuracy and completeness.

Scheduling and Coordination:

• Coordinate the scheduling of HVAC technicians and contractors for installations, maintenance, and service calls.
• Ensure that all appointments, site visits, and service calls are efficiently scheduled and communicated to the appropriate personnel.

Client and Vendor Communication:

• Act as the primary administrative point of contact for clients, vendors, and service partners related to HVAC projects and services.
• Address client inquiries, requests, and concerns promptly and professionally, escalating issues to management when necessary.
• Assist with the procurement of materials, tools, and equipment from suppliers and vendors, ensuring timely delivery.

Document Management and Compliance:

• Ensure all necessary permits, HVAC certifications, and licenses are up to date and compliant with local and national regulations.
• Track and maintain safety records, inspection reports, and compliance documents related to HVAC work.

Inventory and Supplies Management:

• Monitor the stock of HVAC materials, parts, and tools to ensure necessary supplies are available for scheduled work.
• Keep track of inventory levels, order new supplies as needed, and ensure the storage and organization of equipment are well-maintained.

Financial Administration:

• Assist in tracking project costs, including labor, materials, and other expenses.
• Help with generating and processing purchase orders, invoices, and ensuring accurate billing for services provided

Health, Safety, and Regulatory Compliance:

• • Maintain and organize records of safety training, certifications, and incident reports.
  • Assist in ensuring that the HVAC operations comply with all industry standards, health, safety, and environmental regulations.

Requirements:

• Bachelor’s degree in Engineering, Operations Management, or related field (preferred).
• 5 years of administrative experience, preferably in an HVAC or construction environment.
• Knowledge of HVAC systems, terminology, and industry standards is a plus.
• Proficient in MS Office (Word, Excel, PowerPoint, Visio or similar process mapping tools).