Office Administrator / HVAC Administrative Coordinator

Office Administrator / HVAC Administrative Coordinator Platinum Heating & Cooling - 5.0 Jenison, MI Job Details Part-time | Full-time $22 - $27 an hour 1 day ago Benefits Paid holidays Paid time off Flexible schedule Qualifications Customer communication Teamwork Scanning Administrative experience Office management Process management Full Job Description This role is responsible for supporting the day-to-day administrative and operational workflow of the company. The ideal candidate is highly organized, communicates professionally, follows structured processes, and is comfortable managing multiple priorities in a fast-paced HVAC/trades environment. This is not simply a receptionist position. This role is a key operational support function responsible for helping maintain workflow accuracy, customer communication, scheduling coordination, invoicing support, permit coordination, and CRM/accountability management. The position works closely with office staff, field technicians, management, and customers to ensure operational consistency and workflow completion across multiple divisions of the company. Core Responsibilities Customer Communication & Phones Answer inbound customer calls professionally Assist with scheduling and customer coordination Route service and install inquiries appropriately Support customer follow-up communication Maintain professional customer interaction standards Scheduling & Dispatch Support Assist with technician and install scheduling Coordinate appointment timing and customer updates Support dispatch workflow management Monitor schedule completion and workflow status Assist with after-hours coordination when needed CRM & Workflow Management Maintain accurate job information within Housecall Pro (HCP) Ensure workflow completion standards are followed Track incomplete jobs, invoices, estimates, and customer records Support operational accountability reporting Assist management with KPI and reporting tracking Administrative & Office Support Process and organize invoices and documentation Support accounts payable/receivable workflows Scan and digitally organize operational paperwork Maintain customer and job file organization Assist with permit coordination and tracking Support warranty documentation processing Operational Coordination Assist with maintaining SOP compliance Help identify workflow bottlenecks and operational gaps Coordinate between office staff, technicians, and management Support internal communication and accountability systems Assist with process improvement initiatives Preferred Qualifications Strongly Preferred Prior HVAC, construction, trades, or service industry experience Experience with dispatching or scheduling Administrative or office coordination experience Strong organizational and multitasking ability Professional communication skills Experience working in fast-paced operational environments Bonus Qualifications Experience with Housecall Pro or similar CRM systems Experience processing invoices/AP/AR Permit coordination experience Customer service background Microsoft Office / Google Workspace proficiency Candidate Traits We Value We are looking for someone who is: Highly organized Detail-oriented Accountable Reliable Process-driven Professional under pressure Comfortable with structure and operational expectations Team-oriented Able to manage multiple priorities simultaneously Benefits May Include PTO Paid holidays Health benefit contribution opportunities Structured training and onboarding Growth opportunities within the company Stable year-round work environment Schedule Typical office schedule: Monday-Friday Daytime business hours Limited after-hours coordination as needed

Pay:

$22.00 - $27.00 per hour

Benefits:

Flexible schedule

Work Location:

In person