Office Coordinator

1 week ago


Charlotte, North Carolina, United States Equiliem Full time
Position Overview
The Office Coordinator plays a crucial role in the efficient functioning of a HVAC service provider by overseeing administrative functions, managing schedules, addressing client inquiries, and supporting billing and documentation processes.
This position demands exceptional organizational abilities, meticulous attention to detail, and the capacity to juggle multiple responsibilities in a dynamic work environment.

Key Responsibilities
  • Client Interaction: Manage incoming communications, responding to client inquiries, arranging appointments, and providing detailed information regarding services offered.
  • Appointment Coordination: Organize and schedule HVAC technicians for service visits, maintenance tasks, and installations, ensuring optimal use of time and resources.
  • Record Keeping: Maintain precise records of client data, service history, work orders, and invoices, while preparing and processing necessary documentation for billing.
  • Data Management: Input client and service information into the company’s database or software system, ensuring records are current and accurate.
  • Invoicing Support: Assist in the preparation and distribution of invoices to clients, follow up on overdue payments, and manage accounts receivable.
  • Supply Management: Oversee and order office supplies and HVAC components as required, monitoring inventory levels and liaising with suppliers.
  • Technician Assistance: Provide administrative support to HVAC technicians, including the preparation of work orders, organization of service schedules, and coordination of logistics.
  • Communication Facilitation: Act as a bridge between clients, technicians, and management to ensure seamless operations and high levels of client satisfaction.
  • General Office Duties: Assist with various office tasks such as filing, answering calls, organizing documents, and maintaining a tidy and efficient workspace.
Required Skills and Qualifications
  • Strong organizational and time management capabilities.
  • Excellent communication and client service skills.
  • Ability to manage challenging client interactions with professionalism and empathy.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Capability to handle multiple tasks and prioritize effectively.
  • Attention to detail and precision in data entry and documentation.
Experience and Education
  • Prior experience in an administrative capacity is preferred.
  • A high school diploma or equivalent is required; a college degree is preferred.
Work Schedule
  • 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.
Employment Type
  • Contract-to-hire opportunity.
About Equiliem
Since 1995, Equiliem has been a leader in 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.


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