HVAC Projects Coordinator

Bellbros; Sacramento (CA); On-site; USD 34,440 - 41,328; Full time

Benefits offered by this job

Medical

Dental

Vision

401k with company match

Paid vacation

Paid holidays

Job summary

Bell Brothers Plumbing, Heating & Air is seeking an Office Administrator to manage large home services projects, dispatch installers, schedule installations, and coordinate logistics to ensure seamless service for customers.

You will work with installers, sales, and subcontractors, handling paperwork, permits, inspections, and payments while maintaining accurate job folders and inventory, delivering excellent customer satisfaction.

Qualifications

• Proven experience in HVAC, construction, or project coordination.
• Strong organizational skills and ability to multitask in a fast-paced environment.
• Excellent communication skills, both verbal and written.
• Detail-oriented with a strong focus on customer satisfaction.
• Proficiency in MS Office (Word, Excel, Outlook); experience with HVAC scheduling or management software is a plus.
• Ability to work independently and as part of a team.
• Knowledge of HVAC installation and industry regulations is preferred.
• Previous experience with permits, inspections, and coordinating subcontractors is a plus

Responsibilities

• Dispatch Installers: Assign technicians to scheduled installations and ensure efficient route planning.
• Process Sales Paperwork: Handle all paperwork related to sales, ensuring documentation is complete and accurate.
• Manage Installation Schedule: Oversee the installation calendar to ensure timely, well-coordinated service.
• Create & Manage Job Folders: Organize job folders, including all necessary documentation for each installation.
• Calculate Task Pay: Accurately calculate and track task pay for installers based on job completion and company policy.
• Assist with Scheduling City Inspections: Work with customers to schedule necessary city inspections for HVAC installations.
• Coordinate Permits & Government Requirements: Partner with our 3rd-party permit/HERS company to meet all local regulatory requirements, minimizing customer impact.
• Coordinate with Subcontractors: Arrange for crane services or any additional work needed for installations.
• Review Equipment Inventory: Monitor and track inventory levels to ensure necessary equipment is available for scheduled installations.
• Assist with Payment Collection: Support the accounting team in collecting payments from clients, ensuring all financials are processed in a timely manner.
• Cross-Department Coordination: Collaborate with sales personnel, warehouse, accounting, and other internal teams to ensure smooth project workflow.
• Additional Duties: Perform any other tasks as assigned to help the team succeed

Skills

Strong organizational skills

Excellent communication

Detail-oriented

Independent and team work

Tools

MS Office

HVAC scheduling software

Job description

Bell Brothers Plumbing, Heating & Air is seeking an Office Administrator to manage large home services projects, dispatch installers, schedule installations, and coordinate logistics to ensure seamless service for customers.

You will work with installers, sales, and subcontractors, handling paperwork, permits, inspections, and payments while maintaining accurate job folders and inventory, delivering excellent customer satisfaction.