Administrative Coordinator -- Commercial HVAC

Job Description

Job Description

Administrative Coordinator — Commercial HVAC

Job Type: Full-Time

Location: Burnsville, MN

Pay: $20–$26/hr

About the Role

We are seeking a detail-oriented, highly organized Administrative Coordinator to support the daily operations of our commercial HVAC company. This role is central to keeping the office running smoothly — you'll be the connective tissue between dispatch, accounting, estimating, and project management, ensuring information flows accurately and on time across every department.

Key Responsibilities

General Administration

• Manage day-to-day office operations, correspondence, filing, and records
• Answer and route incoming calls, emails, and customer inquiries
• Maintain organized digital and physical documentation for jobs, contracts, and service records
• Prepare, compile, and distribute daily/weekly/monthly reports for management review

Dispatch Support

• Assist the dispatch team with scheduling technicians and service calls
• Track work order status and communicate updates between field techs and office staff
• Help manage service calendars and prioritize urgent/emergency calls
• Maintain accurate records of completed and pending service tickets

Accounting Support

• Assist with invoicing, accounts receivable/payable, and purchase order tracking
• Process and code vendor invoices for approval
• Support billing reconciliation and help resolve customer billing questions
• Assist with data entry for payroll, job costing, and expense tracking

Estimating Support

• Assist estimators with preparing bid packages, proposals, and job documentation
• Organize and maintain estimate files, drawings, and specifications
• Track bid deadlines and follow up on submitted proposals
• Help compile material and labor data for estimate preparation

Preventative Maintenance Coordinator Support

• Support PM Coordinator with job setup, documentation, and file organization
• Assist PM Coordinator with preparing bid packages, proposals, and job documentation

Qualifications

• High school diploma or equivalent required; Associate's degree preferred
• 1+ years of administrative experience, preferably in construction, HVAC, or a trades-related industry
• Strong proficiency in Microsoft Office (Excel, Word, Outlook); experience with HVAC/construction software (Sage) a plus
• Excellent organizational skills with the ability to multitask across departments
• Strong written and verbal communication skills
• High attention to detail and accuracy, especially with data entry and reporting
• Ability to work independently and prioritize in a fast-paced environment

What We Offer

• Competitive pay
• Health insurance
• PTO/holidays
• 401(k)

Nordic Mechanical Services provides the Twin Cities and surrounding area with reliable commercial HVAC solutions they can count on. With customizable maintenance plans, highly knowledgeable service technicians, and rapid response time, we make sure that your equipment is properly cared for from the very first call.

Company Description

Nordic Mechanical Services provides the Twin Cities and surrounding area with reliable commercial HVAC solutions they can count on. With customizable maintenance plans, highly knowledgeable service technicians, and rapid response time, we make sure that your equipment is properly cared for from the very first call.