Office Coordinator

Cd Lanier Llc; Cincinnati (OH); On-site; USD 25,000 - 30,000; Part time

Benefits offered by this job

Fast Growing Company

Bonus based on performance

Opportunity for advancement

Job summary

Cool Times Heating and Cooling is seeking an organized Office Coordinator to support daily HVAC operations from our Cincinnati office. You will serve as the front desk contact, manage communications, and help coordinate with GCs, subcontractors, and field teams to ensure smooth operations.

Ideal candidates thrive in fast-paced settings, work independently, communicate professionally, and are eager to grow with our expanding team.

Qualifications

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

Responsibilities

• Front Desk & General Office Management: greet visitors, answer calls, route inquiries, manage communications, organize files.
• HVAC Job Tracking: collect and route inquiries, track proposals, contracts, work orders, invoices and payments.
• Electronic Documentation Management: maintain project files, learn Procore or similar PM software, support accounts payable/receivable.

Skills

Independent work

Communication

Organizational skills

Multitasking

Adaptability

HVAC terminology

Tools

MS Office

Google Drive

Procore

Job description

Benefits:

• Fast Growing Company
• Bonus based on performance
• Opportunity for advancement

Job Overview

Cool Times Heating and Cooling is seeking a motivated, organized Office Coordinator to support daily HVAC operations. This role is critical to delivering an exceptional customer experience and ensuring seamless coordination between our office, general contractors (GCs), and subcontractor teams. Ideal candidates thrive in fast-paced environments, work independently, communicate professionally, and are eager to grow with our expanding team. We are looking for a highly motivated individual who can contribute to the smooth operation of our office. If you have the required skills and experience, we encourage you to apply.

Location

This position is based at our office in Cincinnati, OH 45249 (7225 Edington Dr) and is not eligible for remote work.

Job Type & Pay

Job Type: Part-time (starting at 20 hours/week, potential to become full-time)

Pay: Negotiable based on experience, plus year-end performance-based bonus opportunity

Career Path:

Entry-level role leading to office management, with potential to advance based on outstanding performance.

Reporting Structure

Reports directly to Owner / Management. Coordinates with Cool Times Team members, accounting, general contractors, subcontractors, and field operations.

Responsibilities

Front Desk & General Office Management

• Manage front desk: greet visitors, answer calls, and route inquiries professionally.
• Handle incoming/outgoing communications with excellent etiquette.
• Maintain and organize physical and electronic files, records, and documents.
• Transmit material orders, invoices/bills, and receipts to the contract accounting team.

HVAC Job Tracking

• 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 (dates, work, locations) to ensure billing accuracy.
• Coordinate with vendors and order supplies to support field operations.

Electronic Documentation Management

• 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

• Strong interpersonal and verbal/written communication skills.
• High attention to detail, accuracy, and multitasking under shifting timelines.
• Highly Proficient in MS Office, Google Drive, and Procore (or willing to learn Procore on the job).
• Ability to work independently with minimal supervision.
• Flexibility to assist others with tasks outside the core job description.
• Eagerness to adopt new processes, tools (including AI), and HVAC terminology.

Experience & Qualifications

Required

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

Preferred

• 5+ years of office management/bookkeeping experience (including 2–5 years of customer service or other transferable experience.)
• Construction or trade industry experience within a small business (e.g., HVAC, plumbing, electrical).
• Experience with Procore or similar construction management software.