OFFICE COORDINATOR at TOM DREXLER - Cincinnati Ohio Branch Office

The Office Administrative Coordinator plays a critical role in ensuring the smooth and efficient operations of the Heating, Ventilation, and Air Conditioning (HVAC), Plumbing & Electrical departments within TOM DREXLER. This position involves coordinating various tasks related to installations, maintenance, and repairs to ensure that projects are completed on time and within budget.

This is a Full Time Hourly position, working onsite in our TOM DREXLER branch in Cincinnati Ohio.

Critical responsibilities / duties include:

Pulling Permits & setting up inspections for Plumbing, Electrical and HVAC Departments

Data Entry / Computer (Admin) work requiring accuracy

Strong Customer Service, Communication & Professional phone etiquette skills

Accounting Basics

ESSENTIAL JOB FUNCTIONS:

• Project Coordination:
  • Collaborate with HVAC technicians and contractors to schedule and coordinate installation, maintenance, and repair projects.
  • Ensure all necessary materials, equipment, and permits are obtained and available for scheduled projects.
  • Monitor project progress and address any issues that may arise during the HVAC work.
• Maintenance Scheduling:
  • Schedule regular maintenance and inspections for HVAC systems to ensure their optimal performance.
  • Coordinate with technicians to ensure that maintenance tasks are completed as per established schedules.
  • Maintain accurate records of maintenance activities and equipment conditions.
• Communication and Reporting:
  • Act as a point of contact between customers, technicians, and contractors, providing updates and resolving inquiries or concerns.
  • Generate reports on HVAC project status, expenses, and maintenance activities for management review.
• Inventory Management:
  • Maintain an organized inventory of HVAC equipment, parts, and supplies.
  • Monitor stock levels and reorder supplies as needed to ensure the timely completion of projects.
• Budget Management:
  • Assist in preparing and managing budgets for HVAC projects, tracking expenses, and ensuring cost control.
• Compliance and Documentation:
  • Maintain accurate records of HVAC equipment warranties, service agreements, and maintenance schedules.
• Ensure safety best practices are followed in the field.
• Other duties as assigned.

Essential Job Functions:

• Communicate with the sales team to book sold installations
• Schedule installations and assign install crews in Service-Titan
• Keep in communication with customers regarding scheduling and timelines for completion
• Prepare any permits or needed documents prior to installation
• Maintain and update the Install Boards
• Ensure proper equipment has been recorded in the customers records
• Register all equipment as needed
• Register rebates for the company and customers as needed
• Assist customers with scheduling inspections or any post-installation matters
• Make post-installation follow-up calls to achieve the highest level of customer satisfaction

Qualifications:

• Prepare any necessary permits or documents before installation
• Knowledge of processing permits is a huge plus and preferred.
• Should have experience with PSEG OBR (On-Bill Repayment) financing plan.
• Ability to multi-task with a high level of accuracy and attention to detail and prioritization
• Strong communication skills, written and verbal
• Proficient with Microsoft Suite including Word, PowerPoint, Excel, and Outlook
• Prior customer service experience is a PLUS!!!
• Experience with Service-Titan preferred but not required

SCHEDULE:

Monday-Friday 8am-5pm; can change as business needs change - Occasional Overtime is possible

Experience/ Education:

• High school diploma or equivalent experience

Compensation:
$22 - $25 / HOUR - Based on experience

Benefits:

• Competitive Dental, Vision, and Healthcare Plans
• 401(k) matching
• Short-Term and Long-Term Disability
• Life Insurance
• PTO
• Paid Holidays
• Employee Assistance Program (EAP)

EDUCATION/EXPERIENCE REQUIREMENTS:

REQUIRED:

• High school diploma or equivalent; additional education or certification in HVAC technology or project management is a plus.
• Previous experience in HVAC coordination, project management, or a related field is preferred.
• Intermediate proficiency in MS Office Suite including proficient use of Excel and PowerPoint

PREFERRED:

• Previous experience in HVAC coordination, project management, or a related field is preferred.
• Experience in the trades: HVAC, plumbing, electrical
• Experience with Service Titan

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• Climbing up and down on ladders and equipment
• Heavy lifting required (50-75) pounds, ladder work and tight space work required from time to time
• Ability to pick up a minimum of 25 pounds consistently and carry up to 250 feet unassisted
• Operate handheld power tools
• Wear personal protective equipment
• Ability to work more than 40 hours per work week and up to 12 hours per day
• The work environment may vary between office setting and on-site locations where HVAC projects are taking place.
• Frequent communication with HVAC technicians, contractors, and clients.
• May involve occasional exposure to outdoor conditions and equipment.

Disclaimer: The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

EOE