hvac administrative assistant .

We are seeking a motivated and outgoing service admin/coordinator for our family owned HVAC company. The HVAC Service Administrator/Coordinator is responsible for supporting the service department by scheduling technicians, managing customer communications, processing service documentation, and ensuring efficient daily operations. This role acts as a central point of contact between customers, technicians, and management to ensure timely and high-quality service delivery.  The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.  

salary: $60,000 - $80,000 per year
shift: First
work hours: 8 AM - 5 PM
education: No Degree Required



Responsibilities

Scheduling & Dispatching

•  Schedule and dispatch HVAC service technicians for maintenance, service calls, and emergency repairs 
•  Optimize daily routes to maximize technician efficiency 
•  Monitor technician progress and adjust schedules as needed 

Customer Service

•  Answer incoming calls and emails from customers 
•  Create and manage service work orders 
•  Provide updates on technician arrival times and job status 
•  Resolve customer concerns or escalate issues when necessary 

Administrative Support

•  Prepare and process service tickets, invoices, and purchase orders 
•  Maintain accurate customer records and service histories 
•  Enter data into service management software (e.g., QuickBooks, ServiceTrade) 
•  Assist with contract maintenance agreements and renewals 

Communication & Coordination

•  Coordinate with technicians regarding job details, parts, and special instructions 
•  Communicate with vendors for parts ordering and availability 
•  Support project managers and service managers with reporting and documentation 

Billing & Documentation

•  Review completed service tickets for accuracy and completeness 
•  Assist with billing and collections processes 
•  Track warranties, permits, and compliance documentation

Skills

• Microsoft Office
• Scheduling
• Office Support
• MS Office
• Customer Service
• QuickBooks
• ServiceTrade
• Contract Administration
• General Ledger
• Working Independently

Qualifications

• Years of experience: 3 years
• Experience level: Experienced

Randstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad.



Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.