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Office Coordinator
2 months ago
The Office Coordinator plays a vital role in ensuring the smooth functioning of a HVAC service provider by overseeing various administrative functions, managing schedules, addressing client inquiries, and assisting with billing and documentation processes.
This position demands exceptional organizational abilities, meticulous attention to detail, and the capacity to juggle multiple tasks in a dynamic work environment.
Key Responsibilities
- Client Interaction: Manage incoming communications, responding to client inquiries, arranging appointments, and offering information regarding services.
- Scheduling Coordination: Organize and schedule HVAC technicians for service appointments, maintenance, and installations, ensuring optimal use of time and resources.
- Record Keeping: Maintain precise records of client information, service history, work orders, and invoices, while preparing and processing billing documentation.
- Data Management: Input client and service data into the company’s database or software system, ensuring records are current and accurate.
- Billing Assistance: Support the preparation and distribution of invoices to clients, follow up on outstanding payments, and manage accounts receivable.
- Supply Management: Monitor and procure office supplies and HVAC components as necessary, keeping track of inventory levels and liaising with suppliers.
- Technician Assistance: Provide administrative support to HVAC technicians, including preparing work orders, organizing service schedules, and coordinating logistics.
- Communication Facilitation: Act as a liaison between clients, technicians, and management to ensure seamless operations and high levels of client satisfaction.
- General Office Duties: Assist with routine office tasks such as filing, answering phones, organizing documents, and maintaining an orderly workspace.
- Strong organizational and time management capabilities.
- Excellent communication and client service skills.
- Ability to handle challenging client interactions with professionalism and empathy.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Capacity to manage multiple tasks and prioritize effectively.
- Attention to detail and accuracy in data entry and documentation.
- Prior experience in an administrative capacity is preferred.
- A high school diploma or equivalent is required; a college degree is preferred.
- This is a full-time position, requiring 40 hours per week, in-office.
- Standard working hours are Monday through Friday, 8:00 AM to 5:00 PM.
- This role is contract-to-hire.
Since 1995, Equiliem has been at the forefront of the staffing industry, dedicated to fostering relationships that connect individuals and employers in an inclusive and intelligent manner, allowing both to flourish.
With nearly three decades of experience, we combine proprietary technology solutions with the personal touch of over 150 internal consulting experts, proudly holding diversity certification and striving to create value in every interaction through our high-touch service model.
