Office Coordinator

Benefits:

• Fast Growing Company
• Bonus based on performance
• Opportunity for advancement

Job Overview

Cool Times Heating and Cooling is seeking a motivated, organized Office Coordinator to support daily HVAC operations. This role is critical to delivering an exceptional customer experience and ensuring seamless coordination between our office, general contractors (GCs), and subcontractor teams. Ideal candidates thrive in fast-paced environments, work independently, communicate professionally, and are eager to grow with our expanding team. We are looking for a highly motivated individual who can contribute to the smooth operation of our office. If you have the required skills and experience, we encourage you to apply.

Location

This position is based at our office in Cincinnati, OH 45249 (7225 Edington Dr) and is not eligible for remote work.

Job Type & Pay

• Job Type: Part-time (starting at 20 hours/week, potential to become full-time)
• Pay: Negotiable based on experience, plus year-end performance-based bonus opportunity
• Career Path: Entry-level role leading to office management, with potential to advance based on outstanding performance.

Reporting Structure

Reports directly to Owner / Management. Coordinates with Cool Times Team members, accounting, general contractors, subcontractors, and field operations.

Responsibilities

Front Desk & General Office Management

• Manage front desk: greet visitors, answer calls, and route inquiries professionally.
• Handle incoming/outgoing communications with excellent etiquette.
• Maintain and organize physical and electronic files, records, and documents.
• Transmit material orders, invoices/bills, and receipts to the contract accounting team.

HVAC Job Tracking

• Collect, document, and route customer/GC inquiries, service needs, and job details.
• Respond promptly to inquiries and follow up on open requests.
• Track proposals, contracts, work orders, change orders, invoices, and payments.
• Create and track GC proposals and subcontractor contracts.
• Reconcile subcontractor progress (dates, work, locations) to ensure billing accuracy.
• Coordinate with vendors and order supplies to support field operations.

Electronic Documentation Management

• Maintain organized project files in MS Office and Google Drive with version control.
• Learn and utilize Procore (or client PM software) to upload submittals, invoices, and correspondence.
• Ensure accurate, timely documentation of service records, invoices, and job files.
• Support accounts payable/receivable processing and reconciliation.

Skills

• Strong interpersonal and verbal/written communication skills.
• High attention to detail, accuracy, and multitasking under shifting timelines.
• Highly Proficient in MS Office, Google Drive, and Procore (or willing to learn Procore on the job).
• Ability to work independently with minimal supervision.
• Flexibility to assist others with tasks outside the core job description.
• Eagerness to adopt new processes, tools (including AI), and HVAC terminology.

Experience & Qualifications

Required

• Ability to work independently with minimal supervision.
• Strong communication, organizational, and interpersonal skills.
• High Proficiency with MS Office, Google Drive, and office systems.
• Strong situational assessment and problem-solving abilities.

Preferred

• 5+ years of office management/bookkeeping experience (including 2–5 years of customer service or other transferable experience.)
• Construction or trade industry experience within a small business (e.g., HVAC, plumbing, electrical).
• Experience with Procore or similar construction management software.