HVAC Department Administrator (Remote)

Outsource Recruiter; Philippines; On-site; PHP 335,000 - 558,000; Full time

Job summary

Century Commercial Service is seeking a detail-oriented HVAC Department Administrator to provide essential administrative support for the HVAC Service Department. This role focuses on data accuracy, cross-department coordination, and daily operational tasks to enable leadership to concentrate on services and growth.

The ideal candidate is highly organized, tech-savvy, and able to adapt in a fast-paced environment, supporting the department lead and collaborating with dispatchers, estimators, and

Qualifications

• Minimum 5 years of administrative experience in a professional office.
• Strong proficiency in Microsoft Excel, including formulas, sorting, filtering, and data management.
• Experience with Google Workspace: Sheets, Docs, Drive, Gmail, Calendar.
• Experience with AI systems such as ChatGPT, Claude or Gemini.
• Comfortable learning multiple software platforms and business management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills with attention to detail.
• Ability to prioritize multiple assignments and meet deadlines.
• Self-motivated, independent work ethic with teamwork.
• Professional, dependable, and customer-service oriented.

Responsibilities

• Perform daily administrative support for the HVAC Department.
• Enter, update, and maintain information across multiple software platforms.
• Maintain and update department spreadsheets, reports, and tracking documents.
• Assist with weekly and monthly administrative processes and reporting.
• Coordinate communications between internal departments to ensure projects move efficiently.
• Draft, send, and respond to internal and customer email communications.
• Track work orders, project information, and departmental documentation.
• Maintain organized electronic records and files.
• Assist with scheduling, documentation, and administrative follow-up as needed.
• Support department leadership with special projects and operational initiatives.
• Identify opportunities to improve administrative processes and workflow efficiencies.

Skills

Microsoft Excel

Google Workspace

AI systems

Organizational skills

Communication skills

Self-motivation

Tools

CRM

ERP

Job description

Job Title: HVAC Department Administrator

Type of employment: Full-time

Shift Schedule: Monday–Friday, 8:00 AM – 5:00 PM Pacific Time

Position Summary

Century Commercial Service is seeking a detail-oriented and organized HVAC Department

Administrator to provide administrative support to our HVAC Service Department. This position plays a key role in helping the department operate efficiently by managing administrative tasks, maintaining accurate data, coordinating internal communications, and supporting daily operations.

The ideal candidate is highly organized, technology-savvy, and comfortable working in a fast-paced environment where priorities can shift throughout the day. This role will work closely with the HVAC Department Lead, taking ownership of routine administrative responsibilities so the department leadership can focus on operations, customer service, and business growth.

Primary Responsibilities

• Perform daily administrative support for the HVAC Department.
• Enter, update, and maintain accurate information across multiple software platforms.
• Maintain and update department spreadsheets, reports, and tracking documents.
• Assist with weekly and monthly administrative processes and reporting.
• Coordinate communications between internal departments to ensure projects move efficiently.
• Draft, send, and respond to internal and customer email communications.
• Track work orders, project information, and departmental documentation.
• Maintain organized electronic records and files.
• Assist with scheduling, documentation, and administrative follow-up as needed.
• Support department leadership with special projects and operational initiatives.
• Identify opportunities to improve administrative processes and workflow efficiencies.Provide excellent internal customer service to dispatchers, estimators, project managers, and department leadership as needed.

Required Qualifications

• Minimum of 5 years of administrative experience in a professional office environment.
• Strong proficiency in Microsoft Excel, including formulas, sorting, filtering, and data management.
• Experience using Google Workspace, including:
• Google Sheets
• Google Docs
• Google Drive
• Gmail
• Google Calendar
• Experience with AI systems such as Chat GPT, Claude or Gemini
• Comfortable learning and working within multiple software platforms and business management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple assignments while meeting deadlines.
• Self-motivated with the ability to work independently while collaborating with a team.
• Professional, dependable, and customer-service oriented.

Preferred Qualifications

• Previous experience supporting an HVAC, mechanical, construction, service, facilities, or commercial contracting company.
• Experience with work order, dispatching, CRM, ERP, or field service management software.
• Experience coordinating across multiple departments and managing administrative workflows.
• Organization and time management
• Process coordination
• Problem solving
• Multi-tasking
• Technology proficiency

What Success Looks Like

A successful HVAC Department Administrator creates efficiency within the department by ensuring administrative tasks are completed accurately and on time. They proactively communicate with internal teams, maintain organized records, keep department information current, and allow department leadership to focus on serving customers and supporting field operations.

This position is ideal for someone who enjoys organization, takes pride in accuracy, enjoys supporting a team, and thrives in a fast-paced service environment.

Technical Requirements

• Monitors: Dual monitors required
• Internet: Two separate wired internet connections (e.g., PLDT + Converge). Mobile data is not considered an acceptable backup