HVAC Installation Coordinator

Job DescriptionJob DescriptionDescription:

Company Overview: Mandolin HVAC, Plumbing & Electrical is a locally owned full-service contractor providing quality workmanship with professional, dependable, and courteous service across North and South Carolina. We are looking for a Bilingual (English/Spanish) HVAC Install Administrator to join our team. In this role, you’ll be a key part of our office operations, working closely with dispatchers, technicians, and the field supervisor to keep our HVAC installation projects running smoothly. We value team members who are proactive, adaptable, and eager to support others across different departments in our company.

Job Summary:

As the HVAC Install Administrator, your job involves a blend of scheduling, customer interaction, administrative tasks, and problem-solving – all aimed at ensuring smooth and efficient HVAC installation. You will update project estimates, manage invoices, follow up on ongoing projects, and ensure completed jobs are properly documented and reviewed in our system. Additionally, you’ll train technicians on our job close-out procedures and maintain accurate records (including payroll and job cost data) to help keep projects on track and profitable. Throughout it all, you will serve as a communication hub – coordinating between the office and field and promptly addressing any issues or changes with customers to deliver the “sweet sound of service” our company is known for.

Responsibilities:

• Project Coordination: Update and manage installation project records, estimates, and billing documentation, Assist dispatch with scheduling install jobs and maintaining technician calendars, Track project progress, coordinate with field leaders, and communicate scheduling updates to customers
• Scheduling Support: Work closely with the dispatcher to confirm schedules and adjust bookings as needed for installs (while the dispatcher handles primary scheduling, you’ll provide backup and coordination).
• Project Tracking: Follow up on ongoing projects, monitor their status, and keep all stakeholders (technicians, supervisors, and customers) informed of progress or any delays.
• Job Close-Out: Oversee quality control of install documentation in ServiceTitan, Ensure jobs are properly marked as reviewed and completed, Train technicians on job closeout procedures and system entries
• Administrative Tasks: Handle various administrative duties such as filing project paperwork, entering data for new install orders, and assisting with inventory or materials tracking for installation jobs as needed.
• Financial Tracking: Monitor payroll hours and job costs for each project to ensure we maintain the right profit margins. Review timesheets or cost reports and report any discrepancies to management to help keep projects within budget.
• Customer Communication: Serve as a point of contact for customers during installation projects – communicate scheduling updates, address customer questions or concerns, and proactively inform customers about any issues that arise during the install. Ensure a friendly and professional customer experience that reflects our service values.
• Cross Department Support: Be willing to assist in other areas of the business as needed. This could mean helping with administrative tasks in our plumbing or electrical departments or jumping in to support the team during busy periods. We value a team player who isn’t afraid to wear multiple hats to help the company succeed.

Qualifications:

• Bilingual Communication: Fluent in English and Spanish (written and verbal) – required. You must be able to effectively communicate with both English- and Spanish-speaking customers and crew members.
• HVAC Knowledge: Basic knowledge of HVAC systems or installation processes is required (more extensive HVAC experience or technical knowledge is a strong plus, especially for understanding estimates and project scope).
• Administrative Experience: Prior experience in an administrative or coordinator role is . Experience in the HVAC, construction, or service industry is highly desirable, as it will help you grasp project workflows and terminology faster.
• Organizational Skills: Excellent organization and attention to detail – you will be juggling project schedules, paperwork, and follow-ups. Strong ability to keep tasks orderly and meet deadlines is a must.
• Problem-Solving: A proactive, problem-solving mindset with the ability to think on your feet. You should be comfortable handling unexpected changes or issues during projects and finding solutions quickly.
• Communication & Interpersonal Skills: Outstanding communication skills and a customer-service-oriented attitude are essential. You will be representing our company in communications with customers, so we expect professionalism, friendliness, and clarity.
• Team Collaboration: A team player who can collaborate effectively with dispatchers, technicians, and managers. Ability to work in a fast-paced environment and coordinate with multiple departments while maintaining a positive attitude
• Tech & Office Skills: Comfortable working in an office setting and adept with computers. Experience using office productivity software (email, Word/Excel) and any industry-related software (e.g. scheduling or invoicing programs) is a plus.
• Education: No strict educational requirements. A high school diploma or equivalent is but not required. What we care most about is your experience, skills, and willingness to learn and contribute to the team.

Compensation and Benefits:

• Pay Rate: Competitive hourly wage (commensurate with experience) with potential for increase based on performance and experience.
• Health Insurance: Company-provided health insurance plan to cover medical needs. (Dental and vision insurance are also available as part of our health benefits package.)
• Retirement Plan: 401(k) retirement plan offered, with company match opportunities to help you save for the future.
• Paid Time Off: Paid vacation days and holidays so you can recharge. We believe in work-life balance and ensure our team members have time to rest and spend with family.
• Additional Benefits: We offer paid sick leave and life insurance options, as well as opportunities for training and professional development. You’ll be working in a supportive environment with a close-knit team that treats each other like family.

Requirements:

- High school diploma or equivalent;

- Previous experience in an office assistant or administrative role, preferably in the HVAC or construction industry.

- Strong attention to detail and accuracy in data entry and record keeping.

- Excellent organizational and time management skills.

- Proficient in using MS Office Suite and other relevant software.

- Strong communication and interpersonal skills.

- Ability to multitask and prioritize tasks effectively.

- Customer service-oriented mindset with a problem-solving attitude.

- Ability to work independently and as part of a team.