Office Operations & Admin Coordinator

Air Comfort, Inc; Ingleside (IL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance on day one

401(k) with company match

Short/long term disability

Life insurance

Job summary

Duane Blanton Plumbing, Sewer, Heating & Cooling is seeking an organized Office Administrator to support sales, service, installation, and leadership teams. You will manage paperwork, communications, and records throughout the customer journey from initial appointment to project completion.

The role emphasizes coordinating paperwork, providing administrative support, and maintaining efficient daily operations in a busy office environment.

Qualifications

• High school diploma or GED required.
• 2+ years in administrative support or office coordination.
• Strong communication and organizational skills.
• Proficient in Microsoft Office, especially Outlook and Excel.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional and dependable with a team-first attitude.

Responsibilities

• Assist with processing customer invoices, payments, financing paperwork, receipts, and related documentation.
• Prepare installation packets, rebate forms, warranty documents, and job closeout materials.
• Follow up with customers regarding appointments, satisfaction, and outstanding paperwork or documentation.
• Coordinate permits, bonds, and registrations with local municipalities.
• Manage incoming and outgoing mail, email communications, and general office correspondence.
• Maintain accurate and organized records through scanning, filing, document management, and record-retention practices.
• Order office supplies and maintain inventory levels for forms and materials.
• Communicate with vendors, subcontractors, utilities, municipalities, and inspectors as needed.
• Coordinate equipment repairs with outside service providers.
• Support new employee onboarding, including equipment issuance and uniform coordination.
• Help maintain a clean, organized, and professional office environment.
• Prepare reports and assist leadership with special projects and other administrative needs.

Skills

Communication

Organization

Attention to detail

MS Office

Education

High school diploma or GED

Tools

Outlook

Excel

Job description

Duane Blanton Plumbing, Sewer, Heating & Cooling is seeking an organized Office Administrator to support sales, service, installation, and leadership teams. You will manage paperwork, communications, and records throughout the customer journey from initial appointment to project completion.

The role emphasizes coordinating paperwork, providing administrative support, and maintaining efficient daily operations in a busy office environment.