Job Description

FlexStaff

Administrative & Service Operations Coordinator - Growing HVAC Team

Are you a highly organized, proactive professional with a passion for customer service and operations?

FlexStaff is seeking an experienced Administrative & Service Operations Coordinator for one of our priority clients, to play a vital role in their HVAC company. This dynamic position offers the opportunity to be a key team player, managing administrative tasks, supporting service operations, and acting as a liaison between office and field staff.

If you thrive in a fast-paced setting, enjoy supporting operations, and want to contribute to a successful HVAC team, we’d love to hear from you.

Responsibilities:

• Manage CRM (Field Pulse) database: add/update customer details, email campaigns, and workflow planning
• Handle invoicing, accounts payable/receivable, and collections using QuickBooks
• Coordinate scheduling of service calls and dispatch technicians efficiently
• Respond promptly to service issues, troubleshoot, and communicate with customers
• Maintain strong relationships with vendors and distributors, including pricing, ordering, and tracking shipments
• Develop proposals and service contracts, and assist with pricing strategies
• Support administrative functions: filing, data entry, general office duties, and internal messaging (GroupMe)
• Communicate effectively with Office Manager, Service Manager, technicians, and vendors to ensure seamless operations

Qualifications:

• 3-5 years of experience in a similar administrative/service coordination role, preferably within HVAC or related fields
• Proficiency in QuickBooks, Word, Excel, Outlook, and general office software
• Experience with inventory management and vendor relations
• Strong organizational skills, multitasking ability, and attention to detail
• Excellent communication, customer service, and problem-solving skills
• Self-starter attitude, adaptable, and comfortable working independently in a smaller office environment
• EPA certification is a plus; HVAC experience or industry background preferred

*Additional Salary Detail The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a team member's base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, service line, years of relevant experience, education, credentials, negotiated contracts,