As a New Construction HVAC Office Assistant, your role will primarily involve providing administrative support to the New Construction Department Manager, and New Construction Executive Assistant and assisting with office-related tasks. Here's a job summary outlining typical responsibilities:
Documentation and Record-Keeping: Assist in maintaining accurate and organized documentation related to HVAC projects. This will include managing project files, contracts, permits, specifications, and other relevant documents.
Scheduling and Coordination: Coordinate the scheduling of HVAC technicians and subcontractors for installation, maintenance, and service calls related to New Construction. This will involve using scheduling software Service Titan and Hyphen Solutions, communicating with team members, and ensuring efficient allocation of resources.
Communication: Serve as a point of contact between the HVAC team, clients, suppliers, and subcontractors. Answer phone calls, respond to emails, and relay messages to the appropriate individuals. Effective communication skills are essential for this role.
Data Entry and Reporting: Assist in entering and maintaining data in HVAC software systems or spreadsheets. This may include inputting project information, updating inventory records, generating reports, and tracking project expenses.
Procurement and Inventory Management: Support the procurement process by preparing purchase orders, obtaining quotes from suppliers, and tracking deliveries of HVAC equipment and materials. Help maintain an organized inventory system to ensure adequate stock levels.
Permit and Compliance Assistance: Assist with obtaining necessary permits and ensuring compliance with local building codes and regulations. Help gather required documentation, submit permit applications, and track the status of permits.
Financial Administration: Assist with basic financial tasks such as invoice processing, billing, and tracking project expenses. Work closely with the accounting department to ensure accurate and timely financial documentation.
General Office Support: Provide general administrative support, including organizing meetings, scheduling appointments, managing office supplies, and maintaining a clean and organized office environment.
Bilingual candidates preferred but not required.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- No weekends
Ability to commute/relocate:
- Fort Worth, TX 76179: Reliably commute or planning to relocate before starting work (Required)
Work Location: In person