Office Admin

Office Administrator

Comfort Temp Company is the parent company of CT Mechanical and Comfort Temp HVAC & Plumbing. Since 1985, our teams have supported commercial and residential customers across Gainesville, Jacksonville, Orlando, and Tampa.

Our Gainesville corporate office supports the people, systems, and operations that keep both companies moving forward. The Office Administrator plays an important role in that work by creating an organized, professional, and welcoming environment for employees, candidates, visitors, and business partners.

Job Summary

The Office Administrator is the central point of coordination for the Gainesville corporate office. This position supports Human Resources, Marketing, Finance, Operations, and employees across both CT Mechanical and Comfort Temp HVAC & Plumbing.

While a significant portion of the daily workload supports Human Resources, this is a corporate shared-services position rather than an HR-only role. The Office Administrator manages front-office activities, coordinates meetings and events, supports employee onboarding and documentation, maintains office resources, and helps ensure information reaches the right people at the right time.

The ideal candidate is welcoming, organized, dependable, and comfortable managing several priorities while protecting confidential information. This role is well suited for someone who notices what needs to be done, communicates clearly, and takes pride in helping an office run smoothly.

Key Responsibilities

Front Office and Administrative Support

• Create a professional and welcoming first impression for employees, candidates, visitors, vendors, and business partners.
• Answer and route incoming telephone calls and direct questions to the appropriate person or department.
• Receive visitors, coordinate arrivals, and communicate with the employees they are meeting.
• Manage incoming and outgoing mail, company-wide mailings, document distribution, and deliveries.
• Provide administrative support to Human Resources, Marketing, Finance, and Operations based on business needs and assigned priorities.

Human Resources and Employee Support

• Assist the Human Resources team with new-hire paperwork, filing, data entry, and employee-record maintenance.
• Enter and update information within the company's HRIS and other internal systems as directed.
• Help organize and maintain I-9 records, personnel files, DOT driver qualification files, and other compliance-related documentation under Human Resources direction.
• Coordinate employee badges, building access, and business-card orders with the appropriate vendors and internal departments.
• Handle employee and company information with professionalism, confidentiality, and discretion.

Meetings, Interviews, and Onboarding

• Coordinate scheduling and logistics for interviews, onboarding sessions, trainings, and cross-functional meetings.
• Prepare meeting rooms, training spaces, materials, technology, and refreshments before scheduled sessions.
• Restore meeting and training spaces following each event so they are ready for the next group.
• Communicate scheduling information and logistical details across CT Mechanical and Comfort Temp HVAC & Plumbing teams.

Office, Event, and Vendor Coordination

• Monitor and maintain office supplies, equipment, common areas, and other workplace resources.
• Coordinate with office vendors and internal departments to address supply, equipment, access, or facility needs.
• Support company events such as potlucks, holiday celebrations, employee gatherings, and training activities.
• Partner with Marketing to coordinate event signage, invitations, flyers, and other materials.
• Assist with administrative projects and additional duties that support the Gainesville corporate office and the company's four Florida markets.

Required Qualifications

• High school diploma or equivalent.
• At least two years of administrative, office-support, or related professional experience.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Ability to learn and accurately use HRIS, payroll, and other company systems.
• Strong organizational skills with consistent attention to detail.
• Clear and professional written and verbal communication.
• Ability to manage multiple responsibilities, deadlines, and requests from different departments.
• Sound judgment and discretion when handling confidential employee and company information.
• Ability to work independently while remaining responsive and collaborative.
• Dependable attendance and the ability to work on-site at the Gainesville corporate office.

Preferred Qualifications

• Associate degree in business administration, human resources, office administration, or a related field.
• Administrative experience within construction, HVAC, plumbing, or a multi-location service organization.
• Previous experience supporting Human Resources, employee onboarding, compliance documentation, or company events.
• Familiarity with HRIS, payroll, scheduling, or employee-record systems.

Work Environment

This is an in-office position based at the Gainesville corporate location. The role regularly interacts with employees, candidates, visitors, vendors, and leaders across multiple departments. Occasional local or regional travel to support the Jacksonville, Orlando, or Tampa markets may be required.

Company Culture

Our work is guided by four core values:

• Do what you say.
• Do what it takes.
• Walk with purpose.
• Do the right thing.

We are looking for someone who demonstrates these values through reliability, service, accountability, and respect for others.

Benefits

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid holidays and vacation time
• Career-development and advancement opportunities
• Supportive and collaborative workplace culture

Equal Employment Opportunity

Comfort Temp Company is an equal opportunity employer. Employment decisions are based on qualifications, business needs, and the ability to perform the essential responsibilities of the position.