Office Administrator

Office Administrator ClimateCare Services, LLC Crofton, MD Job Details Full-time $40,000 - $50,000 a year 22 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Life insurance Qualifications Vendor relationship building Customer communication High school diploma or GED Dispatching Technology management Attention to detail Performing background checks Full Job Description Job Summary We are seeking a highly organized and detail-oriented Office Administrator / Operations Coordinator to support the daily operations of our growing HVAC and Plumbing company. This position plays a critical role in fleet management, licensing compliance, vendor coordination, employee administration, customer service support, and office operations. The ideal candidate is proactive, able to manage multiple priorities, and thrives in a fast-paced environment. Key Responsibilities Fleet & Vehicle Management Schedule and coordinate vehicle maintenance, including repairs, oil changes, emissions testing, inspections, and manufacturer recalls. Ensure all company vehicles are equipped with functioning GPS units and EZ Pass transponders. Manage GPS tracking systems and monitor speeding alerts and other driver notifications. Administer the company WEX fuel card program, including issuing and tracking fuel cards. Maintain records for vehicle GPS devices, fuel cards, and EZ Pass accounts. Licensing & Compliance Maintain all business licenses and trade licenses, including HVAC and Plumbing Master Licenses. Track license expiration dates and ensure timely renewals. Maintain subcontractor agreements and Master Service Agreements (MSAs). Request and maintain Certificates of Insurance (COIs) from subcontractors and provide COIs to customers as needed. Support audit requests and maintain compliance documentation. Track and monitor employee safety training requirements and completion status. Administrative & Office Operations Order and manage company apparel, including uniforms, hats, shirts, and promotional items. Order business cards, office supplies, and marketing materials such as stickers, magnets, koozies, bottle openers, and other branded merchandise. Receive, sort, and distribute incoming mail and packages. Maintain filing systems, both electronic and paper. Maintain purchase order (PO) logs and administrative databases. Coordinate occasional bank deposits and check deliveries. Maintain accurate records within company software platforms. Customer Service & Dispatch Support Assist with answering customer service calls and directing inquiries. Support dispatch operations and scheduling as needed. Follow up with customers regarding HVAC service and repair estimates. Coordinate communication between customers, technicians, and office staff. Human Resources & Employee Administration Conduct background checks for prospective employees. Assign and manage FieldEdge software licenses. Track employee eligibility dates for health insurance and 401(k) benefits. Notify employees of benefit eligibility and follow up on enrollment documentation. Submit completed enrollment forms to the company's insurance broker. Maintain employee records and onboarding documentation. Technology & Vendor Coordination Serve as the primary coordinator for IT-related support requests and vendor communications. Coordinate office alarm system administration and service requests. Contact vendors to obtain updated billing information and ensure accurate records within the Accounts Payable system. Maintain vendor information and administrative contacts.

Pay:

$40,000.00 - $50,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person