Administrative coordinator

Position Summary:

Supports scheduling and coordination of HVAC work for residential new construction and warranty service. This role works directly with builders, homeowners, technicians, and internal teams to keep jobs scheduled correctly and moving forward.

Duties and Responsibilities include the following. Other duties may be assigned.

New Construction Support

· Schedule HVAC work for new construction homes based on builder timelines.

· Communicate with builders and superintendents to confirm dates and job readiness.

· Ensure permits, plans, materials, and inspections are in place before scheduling.

· Update schedules when changes occur due to inspections, weather, or builder requests.

Warranty Scheduling & Support

· Schedule warranty service calls for homeowners and builders.

· Assign work to service technicians and confirm appointment details.

· Track warranty calls and follow up until work is completed.

Coordination & Communication

· Communicate daily with technicians, builders, and internal teams.

· Monitor daily schedules and help balance technician workloads.

· Report scheduling issues or delays to management.

· Keep schedules and job notes accurate in company systems.

Administrative Support

· Close out jobs after completion and confirm required notes are entered.

· Maintain accurate job records and warranty information.

· Assist with general production and warranty office tasks as needed.

Overtime may be necessary.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education/Experience:

• Scheduling or CSR experience preferred.
• Construction or HVAC experience is a plus.
• Comfortable working with scheduling software and basic computer programs.
• Organized, dependable, and able to handle a busy workload.
• Strong organization and follow-through
• Good communication and customer service skills
• Ability to handle changing priorities
• Team-oriented and dependable
• Calm and professional under pressure

Language Ability:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. Bilingual in Spanish preferred but not required.

Math Ability:

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Required to work in an office environment. Will be required to sit for long periods of time and walk and bend, occasionally. There may be loud noises at times due to trucks, machinery, and equipment in the warehouse.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.

The company is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.

Job Type: Full-time

Pay: $ $26.00 per hour

Expected hours: 40 – 50 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings