Office Coordinator

Apple Air - Heating, Cooling, Electric & Plumbing; Village of Farmingdale (NY); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(K) with Company Match

Company-Paid Long-Term Disability &amp

Life Insurance

Voluntary Short-Term Disability & Life

Paid Time Off

Job summary

Apple Air is seeking a highly organized Office Coordinator to support daily administrative and operational functions. The role serves as a central hub among customers, management, field staff, and vendors to deliver exceptional service and maintain records.

The ideal candidate has 1–2+ years in admin/office coordination, familiarity with HVAC/home services, and proficiency in Microsoft Office and CRM systems. This role offers comprehensive benefits and a supportive team environment.

Qualifications

• 1–2+ years in administrative/office coordination or related roles.
• HVAC/home services experience preferred.
• Experience with ServiceTitan or similar CRM systems preferred.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams).

Responsibilities

• Coordinate daily office operations and maintain organized records.
• Serve as primary contact for customers and route requests.
• Facilitate communication between customers, management, field teams, vendors, and internal departments.
• Maintain accurate records in company systems.
• Prepare, organize, distribute, and maintain office documents, reports, contracts, forms, and other materials.
• Assist with invoicing and payment processing.
• Support accounting functions as needed.
• Collaborate with teams to optimize workflows.
• Identify and resolve administrative challenges promptly.

Skills

Administrative experience

Office coordination

HVAC familiarity

CRM experience

Organizational skills

Communication skills

Cross-functional teamwork

MS Office

Tools

ServiceTitan

CRM software

Job description

Apple Air is seeking a highly organized, professional, and customer-focused Office Coordinator to support the daily administrative and operational functions of the business.

The Office Coordinator is responsible for ensuring the efficient operation of the office by coordinating administrative processes, supporting internal teams, assisting customers, and maintaining accurate records. This role serves as a central point of communication between customers, management, field staff, vendors, and various departments to help deliver an exceptional customer experience and support organizational success. The Office Coordinator manages office workflows, schedules meetings, handles documentation, maintains records, assists with customer inquiries, and provides operational support across multiple business functions. The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced environment while maintaining professionalism and effective communication.

What You'll Do

• Coordinate daily office operations, maintain organized records, manage office correspondence, and ensure administrative processes run efficiently.
• Serve as a primary point of contact for customers, answer inquiries, route requests appropriately, and provide professional assistance to ensure an exceptional customer experience.
• Facilitate communication between customers, management, field teams, vendors, and internal departments to ensure timely information sharing and issue resolution.
• Maintain accurate customer, employee, vendor, and operational records within company systems. Ensure information is entered accurately and updated regularly.
• Prepare, organize, distribute, and maintain office documents, reports, contracts, forms, and other administrative materials.
• Assist with invoicing, payment processing, financing documentation, customer account updates, and administrative support for accounting functions.
• Work closely with management, customer service, sales, operations, and field teams to support business objectives and maintain efficient workflows.
• Proactively identify administrative challenges, customer concerns, scheduling conflicts, and operational issues, providing timely and effective solutions.
• Perform other administrative and operational responsibilities as assigned to support departmental goals and the continued growth of the organization.

What You’ll Bring

• 1-2+ years of experience in an administrative, office coordination, customer service, or operations support role
• Previous experience in the HVAC, home services or skilled trades industry (preferred)
• Experience with ServiceTitan, CRM software, or similar business management systems (preferred)
• Strong organizational skills with the ability to manage multiple tasks and competing priorities
• Excellent verbal and written communication skills
• Strong customer service skills with a professional and solution-oriented approach
• Ability to work effectively with cross-functional teams and build positive working relationships
• Detail-oriented with a high level of accuracy in documentation, scheduling, and data entry
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams
• Ability to work independently, prioritize responsibilities, and adapt in a fast-paced environment
• Experience handling invoicing, customer payments, administrative documentation, or office management responsibilities is a plus.

What We Offer

• Medical, Dental, and Vision Insurance Affordable, comprehensive coverage
• 401(K) with Company Match Plan for your future with confidence
• Company-Paid Long-Term Disability & Life Insurance Security and peace of mind
• Voluntary Short-Term Disability & Life Insurance Additional protection tailored to your needs
• Paid Time Off Vacation, holidays, and sick time to support work-life balance.

Join our team at Apple Air and become part of a company that values both its customers and employees.

Apple Air May conduct a preemployment background check and drug test, subject to applicable law.

Apple Air is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

USD $55,000.00/Yr.

USD $70,000.00/Yr.