HVAC Office Coordinator - Scheduling & Admin

Fortiuscap; Vail (CO); On-site; USD 52,000 - 83,000; Full time

Job summary

Yeti Mechanical, based in Gypsum, CO, is seeking an Office Administrator to support owners and technicians in a hands-on, in-office role. You will manage calls, emails, scheduling, estimates, invoices, and client communications to keep operations flowing smoothly.

Ideal candidates are organized, dependable, and able to juggle priorities with minimal supervision. Prior experience with Jobber and MS 365 is highly valued as we grow the team.

Qualifications

• Strong computer skills are essential for this position.
• Experience with Jobber or similar field-service CRM is preferred.
• Familiarity with Microsoft 365 apps (Outlook, Excel, Word) and QuickBooks Online is a plus.

Responsibilities

• Answering and managing incoming phone calls, emails, and customer inquiries
• Scheduling and coordinating service calls, installations, and technician schedules
• Communicating with customers regarding appointments, scheduling, estimates, and job status
• Creating and maintaining customer and job information in Jobber
• Preparing and sending estimates, invoices, and customer communications
• Following up on outstanding estimates, invoices, and payments
• Processing and recording customer payments
• Assisting with basic bookkeeping and administrative accounting tasks
• Coordinating with vendors and suppliers regarding materials, orders, invoices, and paperwork
• Maintaining organized electronic and physical records
• Assisting with permits, inspections, equipment registrations, warranties, and project documentation
• Tracking jobs and outstanding administrative items through completion
• Helping coordinate communication between the office and field technicians
• Assisting the owners and technicians with day-to-day administrative needs
• Recognizing items that need attention and following through

Skills

Customer service

Communication

Prioritization

Independent work

Data entry

Tools

Jobber

Microsoft 365

Outlook

Excel

Word

Cloud storage

QuickBooks Online

Job description

Yeti Mechanical, based in Gypsum, CO, is seeking an Office Administrator to support owners and technicians in a hands-on, in-office role. You will manage calls, emails, scheduling, estimates, invoices, and client communications to keep operations flowing smoothly.

Ideal candidates are organized, dependable, and able to juggle priorities with minimal supervision. Prior experience with Jobber and MS 365 is highly valued as we grow the team.