HVAC HR / Permit Coordinator HWP

Century Mechanical Holdings; Harwich Port (MA); Sur place; USD 52 000 - 68 000; Plein temps

Avantages offerts par ce poste

401(k) matching

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Résumé du poste

Century Mechanical Holdings is seeking an HVAC HR / Permit Coordinator to support daily office operations, manage permitting activities, coordinate preventive maintenance scheduling and maintain HR documentation. This role collaborates with field teams, managers, vendors, municipalities, and staff to ensure compliance and efficiency.

Responsibilities include onboarding, employee records, scheduling, and general administrative tasks, with payroll not included.

Qualifications

• Experience in HVAC, construction, service coordination or office management.
• Knowledge of permitting processes and municipal requirements.
• Excellent communication and customer service skills.

Responsabilités

• Support permitting & compliance by coordinating submissions, inspections and records.
• Coordinate preventative maintenance scheduling and documentation for commercial and residential clients.
• Provide HR administrative support including onboarding, filings, training records, and recruiting coordination.
• Handle general administrative duties and data entry across company systems.

Connaissances

Organizational skills

Communication skills

HR administration

Office management

Outils

ServiceTitan

QuickBooks Online

Microsoft Office

Google Workspace

Scheduling software

Description du poste

Benefits:

• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

The HVAC HR / Permit Coordinator is responsible for supporting daily office operations by managing permitting activities, coordinating preventative maintenance scheduling and documentation, and handling human resources administrative functions. This role works closely with field teams, service managers, vendors, municipalities, and employees to ensure compliance, operational efficiency, and a positive employee experience. Payroll processing is not included in this position.

Key Responsibilities

Permitting & Compliance

• Prepare, submit, and track HVAC permits with local municipalities and governing agencies
• Coordinate inspections and maintain permit records to ensure project compliance
• Monitor permit expiration dates and renewal requirements
• Communicate with project managers, technicians, and inspectors regarding permit status updates
• Maintain organized digital and physical permit files

Preventative Maintenance Coordination

• Schedule preventative maintenance appointments for commercial and residential clients
• Maintain preventative maintenance agreements and customer records
• Coordinate technician schedules and dispatch support for maintenance calls
• Track completed maintenance services and ensure proper documentation
• Follow up with customers regarding upcoming service appointments and contract renewals

Human Resources Support

• Assist with onboarding and new hire paperwork
• Maintain employee personnel files and HR documentation
• Coordinate employee training records, certifications, and compliance tracking
• Support recruiting efforts by scheduling interviews and communicating with candidates
• Assist with employee relations and general HR administrative tasks
• Manage uniform orders, employee forms, and internal communications
• Ensure HR records remain accurate and confidential

Administrative Duties

• Answer incoming calls and provide administrative support to office staff and management
• Maintain accurate data entry across company systems and spreadsheets
• Assist with reporting, document preparation, and office organization
• Support additional operational and administrative tasks as needed

Qualifications

• Previous experience in HVAC, construction, service coordination, HR administration, or office management
• Knowledge of permitting processes and municipal requirements
• Strong organizational and multitasking skills in a fast-paced environment
• Excellent communication and customer service skills
• Proficiency in Microsoft Office, Google Workspace, and scheduling software
• Experience with ServiceTitan and QuickBooks Online
• Ability to maintain confidentiality and handle sensitive information professionally
• High attention to detail and strong follow-through skills

Preferred Skills

• Experience with preventative maintenance scheduling
• Familiarity with HR onboarding and compliance documentation
• Knowledge of HVAC industry terminology and workflows
• Ability to prioritize tasks and manage deadlines independently
• Experience working within ServiceTitan for scheduling, customer management, and reporting
• Familiarity with QuickBooks for invoicing, tracking, and general administrative support

Work Environment

• Office-based role with frequent communication with field staff, customers, and municipalities
• Full-time position with standard business hours; occasional flexibility may be required based on operational needs

Benefits

• Competitive compensation
• Health, dental, and vision insurance
• Paid time off and holidays
• Career growth opportunities within a growing organization
• Supportive team-oriented environment