Administrative & Service Operations Coordinator - Growing HVAC Team

FlexStaff Administrative & Service Operations Coordinator - Growing HVAC Team Are you a highly organized, proactive professional with a passion for customer service and operations? FlexStaff is seeking an experienced Administrative & Service Operations Coordinator for one of our priority clients, to play a vital role in their HVAC company. This dynamic position offers the opportunity to be a key team player, managing administrative tasks, supporting service operations, and acting as a liaison between office and field staff. If you thrive in a fast-paced setting, enjoy supporting operations, and want to contribute to a successful HVAC team, we'd love to hear from you.

Responsibilities:

Manage CRM (Field Pulse) database: add/update customer details, email campaigns, and workflow planning Handle invoicing, accounts payable/receivable, and collections using QuickBooks Coordinate scheduling of service calls and dispatch technicians efficiently Respond promptly to service issues, troubleshoot, and communicate with customers Maintain strong relationships with vendors and distributors, including pricing, ordering, and tracking shipments Develop proposals and service contracts, and assist with pricing strategies Support administrative functions: filing, data entry, general office duties, and internal messaging (GroupMe) Communicate effectively with Office Manager, Service Manager, technicians, and vendors to ensure seamless operations

Qualifications:

3-5 years of experience in a similar administrative/service coordination role, preferably within HVAC or related fields Proficiency in QuickBooks, Word, Excel, Outlook, and general office software Experience with inventory management and vendor relations Strong organizational skills, multitasking ability, and attention to detail Excellent communication, customer service, and problem-solving skills Self-starter attitude, adaptable, and comfortable working independently in a smaller office environment EPA certification is a plus; HVAC experience or industry background preferred Additional Salary Detail The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a team member's base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, service line, years of relevant experience, education, credentials, negotiated contracts,

Pay:

$50,000.00 - $60,000.00 per year

Benefits:

401(k) Health savings account Retirement plan

Work Location:

In person