Office Administrator

About Bell Bros At Bell Brothers Plumbing, Heating & Air, we are your gateway to a rewarding career in HVAC and plumbing services! We are proud to be a leading provider of heating, ventilation, air conditioning, windows, and plumbing solutions, and we believe that our success is rooted in the dedicated and passionate team members who make it all possible. We offer a culture of excellence, professional growth and development, cutting-edge technology and tools, a strong team environment, and competitive compensation and benefits. Job Summary Bell Brothers is looking for a dynamic Office Administrator, who will be responsible for managing large home services projects in a multi-faceted capacity. Dispatching install technicians, managing the installation schedule, coordinating logistics, and ensuring that all required paperwork and regulatory processes are handled efficiently. This individual will work closely with installers, sales teams, subcontractors, and other departments to provide seamless service to our customers. Key Responsibilities Dispatch Installers: Assign technicians to scheduled installations and ensure efficient route planning. Process Sales Paperwork: Handle all paperwork related to sales, ensuring that documentation is complete and accurate. Manage Installation Schedule: Oversee the installation calendar to ensure timely, well-coordinated service. Create & Manage Job Folders: Organize job folders, including all necessary documentation for each installation. Calculate Task Pay: Accurately calculate and track task pay for installers based on job completion and company policy. Assist with Scheduling City Inspections: Work with customers to schedule necessary city inspections for HVAC installations. Coordinate Permits & Government Requirements: Partner with our 3rd-party permit/HERS company to meet all local regulatory requirements, minimizing customer impact. Coordinate with Subcontractors: Arrange for crane services or any additional work needed for installations. Review Equipment Inventory: Monitor and track inventory levels to ensure necessary equipment is available for scheduled installations. Assist with Payment Collection: Support the accounting team in collecting payments from clients, ensuring all financials are processed in a timely manner. Cross-Department Coordination: Collaborate with sales personnel, warehouse, accounting, and other internal teams to ensure smooth project workflow. Additional Duties: Perform any other tasks as assigned to help the team succeed. Qualifications Proven experience in HVAC, construction, or project coordination. Strong organizational skills and ability to multitask in a fast-paced environment. Excellent communication skills, both verbal and written. Detail-oriented with a strong focus on customer satisfaction. Proficiency in MS Office (Word, Excel, Outlook); experience with HVAC scheduling or management software is a plus. Ability to work independently and as part of a team. Knowledge of HVAC installation and industry regulations is preferred. Previous experience with permits, inspections, and coordinating subcontractors is a plus Benefits Comprehensive benefits including medical, dental, vison Company paid life insurance 401k with company match Paid vacation Paid holidays Pay Range $25–$30 USD Equal Opportunity Employment Statement We are an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic outlined by federal, state, or local laws. Additionally, we will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the California Fair Chance Act. #J-18808-Ljbffr Bellbros