Office Administrator / Office Coordinator

Job Description

Job Description

About the Role

We are a commercial HVAC company doing $2M+ in annual revenue and growing. As Operations Coordinator, you will be the backbone of our day-to-day business — keeping our office, field teams, customers, and vendors running smoothly. You will own our internal systems, support estimating, and ensure nothing falls through the cracks. This is not a passive admin role. We are looking for someone who thrives on building processes and takes pride in having everything organized and running efficiently. Must be sold on the company values- Relentless, Honest, Impact, Neatness, Ownership...the RHINO way!

 

Who You Are

• Highly organized — you build systems so things don't get missed

• Detail-oriented — you catch errors before they become problems

• Proactive — you don't wait to be told; you anticipate what's needed

• Tech-savvy — comfortable learning new software quickly

• A clear communicator — with field crews, customers, and vendors alike

• Experienced in construction, trades, or field service administration (preferred)

 

Key Responsibilities

 

Office & Financial Administration

• Print and distribute checks; process online invoice payments

• Invoice customers daily and follow up on outstanding balances

• Assist in payroll processing

• Set up new vendor accounts and submit credit applications

• Enter and track purchase orders in company software

• Send certificates of insurance, tax exempt forms to customers & vendors as required

• Assist in maintaining company fleet and service

• Work with 3rd party bookkeeping to make sure invoices are coded to jobs correctly

• Maintain company Purchase order system

• Order company uniforms, maintain office supplies and miscellaneous office related tasks

• Tracking of rental lifts on job sites

• Company birthdays and HR for work anniversaries

 

Project & Service Coordination

• Set up new jobs in project management software

• Set up service calls in service dispatch software

• Dispatch field technicians for service jobs and communicate job details clearly

• Receive material deliveries to the shop; organize warehouse materials by project

• Procure parts from vendors for service calls and projects

 

Estimating Support

• Maintain the company bid board with accurate due dates and project status

• Send requests for pricing (RFQs) to vendors for active job bids

• Maintain and update common material pricing database for estimating

• Support proposal preparation including formatting, material lists, and documentation

 

Communications

• Answer inbound phone calls professionally; route or resolve inquiries

• Serve as a key communication link between the owner, field team, customers, and vendors

 

Who You Are

• Highly organized — you build systems so things don't get missed

• Detail-oriented — you catch errors before they become problems

• Proactive — you don't wait to be told; you anticipate what's needed

• Tech-savvy — comfortable learning new software quickly

• A clear communicator — with field crews, customers, and vendors alike

• Experienced in construction, trades, or field service administration (preferred)

 

Company Description

TI Mechanical exists to deliver a “WOW” experience in the HVAC industry by partnering with employees that care deeply about the customers entrusted to us.

Hi, I’m Chris “Toph” Fahrenholz, owner of TI Mechanical. I founded this company with a vision to transform the way HVAC construction is done. The construction industry is littered with companies that treat people as a number or “labor hours.” As a result, the industry is filled with uninspired people that are building HVAC systems we all count on daily. I am on a mission to change the way business can be done in this industry.

I would hope our employees say that they are encouraged daily to reach their full potential at work and at home. We believe the first step towards providing winning results for our customers is employees that are personally thriving.

Let’s get to work.

Company Description

TI Mechanical exists to deliver a “WOW” experience in the HVAC industry by partnering with employees that care deeply about the customers entrusted to us.\r\n\r\nHi, I’m Chris “Toph” Fahrenholz, owner of TI Mechanical. I founded this company with a vision to transform the way HVAC construction is done. The construction industry is littered with companies that treat people as a number or “labor hours.” As a result, the industry is filled with uninspired people that are building HVAC systems we all count on daily. I am on a mission to change the way business can be done in this industry. \r\n\r\nI would hope our employees say that they are encouraged daily to reach their full potential at work and at home. We believe the first step towards providing winning results for our customers is employees that are personally thriving. \r\n\r\nLet’s get to work.