HVAC Office Coordinator

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: TYPE OF WORK

Part Time

: SALARY

$4

: HOURS PER WEEK

20

: DATE UPDATED

Aug 11, 2026

JOB OVERVIEW

# HVAC Administrative Assistant / Office Coordinator-GO HIGH LEVEL EXPERIENCE PREFERRED

We are seeking an experienced **HVAC Administrative Assistant / Office Coordinator** to help organize and support a growing residential and light commercial AC business.

This role is ideal for someone who has prior HVAC office, dispatch, customer service, or contractor support experience and understands how HVAC service businesses operate. The owner is a skilled technician but needs administrative and operational support to create structure, manage customer communication, track jobs, send invoices, organize records, and keep the business moving smoothly.

## Responsibilities

* Answer incoming calls and respond to customer texts or messages
* Schedule service calls, estimates, installs, and follow-up appointments
* Collect customer information, including name, phone number, address, service issue, and urgency
* Communicate daily job details to the technician in a simple, clear format
* Create and send estimates and invoices
* Track paid and unpaid invoices
* Follow up with customers regarding estimates, payments, completed jobs, and reviews
* Maintain a customer database or job tracking system
* Organize receipts, job notes, parts information, and service records
* Track parts purchased and connect receipts to the correct jobs
* Keep a simple calendar and job schedule updated
* Help create basic business systems for invoicing, scheduling, customer follow-up, and recordkeeping
* Provide professional customer service and help improve the customer experience
* Assist with basic bookkeeping organization by keeping income, expenses, invoices, and receipts organized for tax preparation

## Required Experience

* Prior experience working with an HVAC company, contractor, service company, or home services business
* Understanding of HVAC service calls, repairs, installs, estimates, parts, and customer scheduling
* Experience creating invoices and estimates
* Strong phone, text, and customer service skills
* Comfortable using basic business tools such as Google Calendar, Gmail, QuickBooks, Square, Housecall Pro, Jobber, Wave, or similar systems
* Highly organized and detail-oriented
* Able to work independently and follow up without being micromanaged
* Patient and comfortable supporting a business owner who is not tech-savvy
* Able to take verbal notes, text messages, photos, and receipts and turn them into organized records

## Ideal Candidate

The ideal candidate is organized, reliable, and understands that this role is about bringing structure to a business that has been operating without formal systems. You must be comfortable helping build simple processes from the ground up.

This is not just a receptionist role. This person will help create order around:

* Scheduling
* Customer communication
* Estimates
* Invoicing
* Payment tracking
* Job records
* Receipts
* Follow-up
* Basic office operations

## Important Note

The business owner is not computer-savvy, so this role requires someone who can serve as the technology and office bridge. The owner will provide job details through phone calls, text messages, voice notes, photos, and receipts. The assistant must be able to take that information and organize it into a professional system.

## Must-Have Skills

* HVAC office or dispatch experience
* Strong organization
* Customer service
* Scheduling
* Invoicing
* Follow-up
* Basic computer skills
* Clear communication
* Reliability
* Ability to create simple systems

## Preferred Tools Experience

Experience with any of the following is helpful:
GO HIGH LEVEL

* QuickBooks
* Square
* Google Calendar
* Google Drive
* Gmail
* Housecall Pro
* Jobber
* Wave
* Excel or Google Sheets

## Schedule

Part-time to start, with the opportunity to grow as the business becomes more structured.

## Compensation

$4 hour

## How to Apply

Please respond with the word HVAC first then:

1. Your prior HVAC or contractor office experience
2. The systems or tools you have used for scheduling, invoicing, or customer tracking
3. A brief explanation of how you would help organize a business that currently has no formal office systems

SKILL REQUIREMENT

Customer Service Invoicing Dispatching

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HVAC Office Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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