We're a commercial HVAC company that has served customers since 1986. We're looking for a dependable Office Coordinator who thrives at keeping details organized and following work through to completion. This is a varied role in a busy office, and we hope to find someone who wants to grow with the company long term. What you'll do Answer phone calls and communicate professionally and clearly with customers, technicians, vendors, and coworkers. Maintain office files and service records. Prepare customer invoices. This includes following up with technicians for service tags, gathering vendor invoices to capture billable costs, itemizing materials and other billable charges, and working in Corrigo. Manage assigned vendor bills by assigning purchase order numbers and entering bills into QuickBooks Desktop. Process technician timecards and assign purchase order numbers to jobs worked (you will not be doing Payroll, only timecards). Source parts by comparing availability, lead times, and cost. Maintain accurate tracking in a spreadsheet and consistent follow up until parts are received. Review outstanding customer work orders weekly to ensure completed jobs are billed promptly and follow up on anything needed to complete open jobs. Find and coordinate cranes for jobs when needed. Assist with quarterly sales tax tasks and FYE taxes. Support other staff members and handle other office tasks as needed. What we're looking for Strong phone and customer service skills. Excellent organization, accuracy, and follow-through. The ability to prioritize work when several jobs need attention at once. Comfort working in a relatively fast-paced environment where each day may be different. A positive, team-oriented approach that helps create a supportive workplace. Experience with QuickBooks Desktop and Microsoft Office, especially Excel. Experience with Corrigo is a plus. You'll use QuickBooks Desktop, Microsoft Office, and Corrigo regularly. Commercial HVAC experience is helpful, but someone who learns quickly, takes ownership of their work, and works well with the team can also be a strong fit.

Job Type:

Full-time Pay:

$27.00 - $30.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Do you have experience using QuickBooks Desktop? Describe how you've tracked open jobs or work orders and followed up to get them ready for billing.

Experience:

Billing:

1 year (Required)

Location:

Livermore, CA (Preferred) Shift availability: Day Shift (Required)

Work Location:

In person