Office Administrator

Position Summary We are seeking a detail‑oriented and highly organized Office Admin to manage the daily administrative operations of our HVAC company. This role serves as the backbone of office activity, coordinating between management, vendors, and field staff to ensure smooth business operations. The ideal candidate is a proactive self‑starter with experience in the trades or service industry. Key Responsibilities Administrative & Office Management Maintain organized digital and physical filing systems for contracts, permits, and warranties Order and track office supplies, parts, and equipment inventory Pick up parts and mail as needed Pick up deliveries from Hy-Line (typically Tuesday or Thursday) Occasional small parts delivery to job sites Shop for office and kitchen supplies (e.g., Stop & Shop runs) Coordinate and direct all communication coming in through the main company email Coordinate and manage all Hy-Line tickets for staff Office Supply Management Monitor and maintain inventory of office supplies, cleaning products, and break room essentials Research vendors, compare pricing, and place orders to ensure cost‑effective purchasing Organize storage areas and maintain a reorder system to prevent shortages Fleet Management Track vehicle registrations, inspections, insurance, and maintenance schedules for company fleet Coordinate routine service appointments and repairs with vendors Maintain records of fuel usage, mileage logs, and vehicle assignments Ensure fleet compliance with DOT and local regulations Coordinate vehicle transport on and off the island Manage dedicated vehicle tooling including racks, shelves, and equipment mounts – track inventory, coordinate installation, and arrange transfers between vehicles Equipment Database Management Enter and maintain a comprehensive database of all equipment including location, model, serial number, and filter sizes for every service call and installation Ensure records are updated promptly after each job is completed Verify data accuracy through regular audits and cross‑referencing with technician reports Filter & Parts Forecasting Review upcoming service schedules in advance to identify required filters and parts Place orders ahead of time to ensure all necessary filters are in stock before scheduled appointments Coordinate with technicians and the service coordinator to confirm equipment specifications Equipment Registration Register all new installations with manufacturers to activate warranties Maintain records of registration confirmations, warranty start dates, and coverage terms Track registration deadlines to ensure timely submission Thermostat Registration Register all thermostats with manufacturers as needed Maintain records of registration details and associated customer accounts Warranty Claims File and track warranty claims with manufacturers on behalf of the company Maintain detailed records of equipment serial numbers, installation dates, and claim statuses Follow up on open claims to ensure timely resolution and reimbursement Coordinate with technicians to gather required documentation for claim submissions Rebate Processing Upload and process rebates through Eli Technologies Track rebate submissions, approvals, and payment statuses Ensure all required documentation is submitted accurately and on time Marketing & Social Media Maintain and manage all company social media platforms Create and post content on social media platforms (e.g., Instagram) Write and publish blog posts on the company website Maintain a consistent posting schedule and brand voice Tool Service & Repair Coordinate service and repair of company tools (Makita, Testo, Milwaukee, etc.) Track warranty status and submit tools for warranty repair when eligible Manage loaner/replacement tools while equipment is being serviced Technician Training Set up technicians with online classes and training programs Track completion status, certifications earned, and renewal deadlines Research and recommend relevant training opportunities HR & Team Support Assist with onboarding new hires, including paperwork and orientation scheduling Track certifications, license renewals, and training requirements Support recruiting efforts by posting job ads and coordinating interviews Compliance & Documentation Maintain and organize documentation for permits, licenses, and regulatory compliance; flag upcoming renewals and expirations Maintain records of equipment warranties, service agreements, and safety certifications Assist with insurance claims Required Qualifications 2+ years of office administration or coordinator experience (trades/HVAC industry preferred) Proficiency with scheduling/dispatch software (e.g., ServiceTitan, Housecall Pro, or similar) Strong skills in Microsoft Office Suite and/or Google Workspace Excellent verbal and written communication skills Ability to multitask and prioritize in a fast‑paced environment Valid driver's license required High school diploma or equivalent required Preferred Qualifications Experience working in HVAC, plumbing, electrical, or other trades‑based businesses Knowledge of HVAC terminology, equipment, and basic industry practices Associate's or bachelor's degree in business administration or related field Social media management experience Bilingual skills (a plus depending on service area) Compensation & Benefits Pay: $25.00 – $35.00 per hour Competitive salary/hourly rate based on experience Health, dental, and vision insurance (if applicable) Paid time off and holidays Retirement plan options Professional development and training opportunities Supportive, team‑oriented work environment 401(k) Dental insurance Health insurance Paid time off Work Environment & Physical Requirements Office-based position within an HVAC company facility Standard business hours with occasional after‑hours availability during peak seasons Primarily sedentary work with occasional lifting (up to 50 lbs) Regular local errands including parts pickup, Hy‑Line deliveries, mail runs, and supply shopping Moderate noise level typical of a service company office Work location: In person North Winds Mechanical is an Equal Opportunity Employer. #J-18808-Ljbffr