• 401(k)
• Employee discounts
• Paid time off
• 401(k) matching
• Flexible schedule
• Training & development

Office Administrator & Business Operations Coordinator

Oversee daily office operations and maintain an organized, efficient work environment.

Assist with inventory management of HVAC materials, supplies, and equipment.

Coordinate with vendors and suppliers regarding equipment orders, pricing, availability, and deliveries.

Maintain company records, digital files, calendars, and administrative documentation.

Assist with developing and improving office procedures and internal workflows.

Help maintain and organize company software, customer databases, and operational systems.

Schedule HVAC service appointments, installations, maintenance visits, and customer consultations.

Prepare and organize estimates, proposals, invoices, work orders, service agreements, and warranty documentation.

Manage incoming phone calls, emails, text messages, and customer inquiries.

Maintain accurate customer information, equipment records, and service histories.

Assist with employee time tracking, payroll preparation, and administrative reporting.

Coordinate permits, inspections, manufacturer registrations, rebates, and warranty paperwork.

Utilize Housecall Pro and other business software to manage daily operations.

Serve as a primary point of contact for customers, providing professional and friendly assistance.

Respond promptly to customer questions, service requests, and scheduling concerns.

Communicate with field technicians to coordinate appointments and resolve customer issues.

Follow up on estimates, completed work, outstanding invoices, and customer requests.

Assist with processing customer payments and maintaining accurate billing records.

Help ensure every customer receives clear communication and a positive experience with EML Mechanical.

Assist with organizing and tracking ongoing HVAC installations and service projects.

Coordinate equipment orders, deliveries, subcontractors, and scheduling requirements.

Communicate important job details and customer information to field technicians.

Track outstanding project requirements, permits, inspections, and equipment registrations.

Help ensure technicians have the information and materials needed to complete scheduled work efficiently.

Assist with preparing project documentation and tracking job progress.

Assist with managing company social media accounts and marketing initiatives.

Help maintain website content and online business listings.

Follow up with customers regarding Google reviews and feedback.

Assist with promoting maintenance agreements and seasonal HVAC services.

Identify opportunities to improve customer retention and generate additional business.

Help develop marketing materials, customer communications, and promotional campaigns.

Assist the owner with improving internal business systems and daily workflows.

Help create and maintain checklists, procedures, templates, and administrative processes.

Monitor outstanding estimates, customer follow-ups, unpaid invoices, and scheduling opportunities.

Research new software, technology, and tools that may improve company efficiency.

Help prepare reports related to scheduling, customer activity, project progress, and business performance.

Take initiative to identify tasks and improvements that benefit the company when daily responsibilities are completed.

Previous experience in office administration, customer service, scheduling, or a related position preferred.

Experience in HVAC, plumbing, electrical, construction, or another home-service industry is a plus.

Proficiency in Microsoft Office, including Word, Excel, and Outlook.

Experience with Housecall Pro, QuickBooks, or similar business management software is preferred but not required.

Excellent verbal and written communication skills.

Strong organizational skills with exceptional attention to detail.

Ability to prioritize tasks, multitask, and adapt to changing schedules.

Professional and customer-focused attitude.

Ability to work independently, take initiative, and follow through on responsibilities.

Strong problem-solving skills and willingness to learn.

Dependable, punctual, and capable of handling confidential business information.

Competitive hourly compensation based on experience and qualifications.

Full-time Monday–Friday schedule.

Hands-on training in HVAC business operations and industry-specific software.

Supportive, professional work environment.

Opportunities for professional development and increased responsibility.

Potential for advancement into an Office Manager or Operations Manager position.

Potential hybrid or work-from-home flexibility after successful training and demonstrated performance, depending on business needs.