HVAC Office Staff

Job Description

Job Description

The HVAC Office staff supports daily operations by coordinating scheduling, managing customer communication, processing work orders, and assisting technicians and management. This role is the central hub of the office, ensuring smooth workflow from customer intake to job completion.

Key Responsibilities

• Customer Intake — Answer incoming calls, emails, and messages; gather job details; create work orders.
• Scheduling & Dispatching — Assign jobs to technicians, manage daily/weekly calendars, adjust schedules for emergencies.
• Work Order Management — Create, update, and close work orders; verify job notes, parts used, and labor hours.
• Communication Hub — Relay information between customers, technicians, vendors, and management.
• Billing & Invoicing — Prepare invoices, collect payments, process financing or warranty paperwork.
• Parts & Inventory Coordination — Order parts, track deliveries, maintain stock levels, coordinate returns.
• Customer Service Follow‐Up — Send maintenance reminders, follow up on quotes, confirm appointments.
• Record Keeping — Maintain customer files, warranty documents, permits, and inspection records.

Required Skills & Qualifications

• HVAC Industry Knowledge — Understanding of common HVAC terms, equipment types, and service workflows. (Preferred)
• Customer Service Skills — Strong communication, patience, and problem‐solving abilities.
• Administrative Accuracy — Detail‐oriented with strong data entry and documentation habits.
• Multitasking Ability — Comfortable managing calls, technicians, and office tasks simultaneously.
• Billing & Payment Handling — Familiar with invoicing, payment collection, and basic accounting.
• Team Coordination — Works well with technicians, managers, and customers.

\nCompany Description

We believe that taking care of our employees is the foundation of a successful business, and we show it through our actions, not just words.

Company Description

We believe that taking care of our employees is the foundation of a successful business, and we show it through our actions, not just words.