HVAC Administrative Coordinator

Accurate Mechanical; Chillicothe (OH); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

PTO Policy

6 paid holidays

401K with company match

125 Plan

Job summary

Accurate Mechanical is seeking an Administrative Assistant in Chillicothe, OH to provide comprehensive clerical support, coordinate calendars, operate multi-line phone systems, and assist with invoices and travel arrangements. This role helps streamline office operations and support project teams across the organization.

The ideal candidate will have a high school diploma or equivalent, 2+ years of administrative experience, strong organizational skills, and proficiency with Microsoft Office.

Qualifications

• High school diploma or equivalent required; associate degree or higher preferred.
• 2+ years proven experience in an administrative or clerical role, preferably in a technical or facilities management environment.
• Proficiency in calendar management and multi-line phone systems.
• Basic knowledge of invoice processing and records management.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.

Responsibilities

• Manage and maintain calendars for multiple team members, scheduling meetings and appointments efficiently.
• Operate multi-line phone systems to handle incoming calls, direct inquiries, and take messages accurately.
• Process invoices and assist with financial documentation to support project management and accounting functions.
• Coordinate travel arrangements including booking flights, accommodations, and transportation for staff as needed.
• Perform general clerical duties such as filing, records management, and maintaining organized office supplies.
• Respond promptly and appropriately to instructions from supervisors and team members to ensure tasks are completed on time.
• Support HVAC systems-related administrative tasks by coordinating with technical teams and managing related documentation.
• Assist in project management activities by tracking deadlines, preparing reports, and facilitating communication among stakeholders.

Skills

Calendar management

Phone systems

Invoice processing

Travel arrangements

Records management

Office administration

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office Suite

Project management software

Job description

Accurate Mechanical is seeking an Administrative Assistant in Chillicothe, OH to provide comprehensive clerical support, coordinate calendars, operate multi-line phone systems, and assist with invoices and travel arrangements. This role helps streamline office operations and support project teams across the organization.

The ideal candidate will have a high school diploma or equivalent, 2+ years of administrative experience, strong organizational skills, and proficiency with Microsoft Office.