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Part-Time Office Administrator Commercial HVAC Service Company
Job
Facilities Mechanical Contractors, Inc.
Remote
$65,520 Salary, Part-Time
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Job Description
Part-Time Office Administrator - Commercial HVAC Service Company We are a commercial HVAC service company looking for a reliable, organized, and detail-oriented Part-Time Office Administrator to support our service operations. This position is ideal for someone who communicates well, follows up consistently, and can help keep technician work orders, vendor communication, parts ordering, and job tracking organized. Previous HVAC experience would be very helpful (but not a requirement) in regard to reviewing technician work orders, communicating with vendors, and understanding parts and equipment needs. Responsibilities The Office Administrator will assist with daily administrative and service coordination tasks, including: Receive, review, and audit completed technician work orders. Rewrite technician work notes into clear, professional invoice descriptions. Use ChatGPT or similar tools to help streamline and improve invoice note writing. Contact vendors to check pricing, availability, and lead times for parts and equipment. Place orders for parts, materials, and equipment with vendors. Track ordered parts and equipment and follow up on delivery status. Audit outstanding work orders and confirm whether jobs are completed, pending parts, or need follow-up. Confirm completion dates for open work orders or verify if work has already been completed. Communicate with technicians, vendors, and internal staff regarding job status. Help maintain accurate records for service jobs, parts orders, vendor updates, and completion dates. Assist with general office administration as needed. Qualifications Strong attention to detail and ability to stay organized. Good written communication skills. Comfortable reviewing technician notes and turning them into professional customer-facing invoice descriptions. Basic computer skills and ability to learn service software or office systems. Experience using ChatGPT or AI writing tools is helpful. Previous HVAC experience would be very helpful. Experience with service dispatching, vendor communication, parts ordering, construction, or work order tracking is a plus. Ability to follow up consistently and keep tasks moving. Dependable, organized, and comfortable working in a service-based business environment.