HVAC Office Coordinator - Growth, Bonus & Advancement

Cd Lanier Llc; Cincinnati (OH); On-site; USD 17,000 - 22,000; Part time

Benefits offered by this job

Fast growing

Performance bonus

Advancement opportunities

Job summary

Cool Times Heating and Cooling is seeking a motivated, organized Office Coordinator to support daily HVAC operations in Cincinnati, OH. This part-time role (20 hours/week, with potential to become full-time) involves front desk duties, documentation, and coordination with contractors to ensure a seamless customer experience.

The position reports to ownership and offers a path to office management based on performance.

Qualifications

• Strong interpersonal, verbal and written communication skills.
• Ability to work independently with minimal supervision.
• High proficiency with MS Office, Google Drive, and office systems.
• Strong situational assessment and problem-solving abilities.

Responsibilities

• Manage front desk: greet visitors, answer calls, and route inquiries professionally.
• Handle incoming/outgoing communications with excellent etiquette; maintain files and records.
• Transmit material orders, invoices/bills, and receipts to the contract accounting team.
• Collect, document, and route customer/GC inquiries, service needs, and job details.
• Respond promptly to inquiries and follow up on open requests; track proposals, contracts, work orders, change orders, invoices, and payments.
• Create and track GC proposals and subcontractor contracts.
• Reconcile subcontractor progress to ensure billing accuracy.
• Coordinate with vendors and order supplies to support field operations.
• Maintain organized project files in MS Office and Google Drive with version control.
• Learn and utilize Procore (or client PM software) to upload submittals, invoices, and correspondence.
• Ensure accurate, timely documentation of service records, invoices, and job files.
• Support accounts payable/receivable processing and reconciliation.

Skills

Interpersonal skills

Verbal/written communication

Attention to detail

Multitasking

MS Office

Google Drive

Procore

Independent work

Flexibility

HVAC terminology

Tools

Procore

MS Office

Google Drive

Job description

Cool Times Heating and Cooling is seeking a motivated, organized Office Coordinator to support daily HVAC operations in Cincinnati, OH. This part-time role (20 hours/week, with potential to become full-time) involves front desk duties, documentation, and coordination with contractors to ensure a seamless customer experience.

The position reports to ownership and offers a path to office management based on performance.