Commercial HVAC Service Administrator

About the Role:

The Commercial Service Administrator plays a pivotal role in ensuring the smooth operation of commercial HVAC service projects within the construction industry. This position is responsible for managing vendor relationships, coordinating supply orders, and processing invoices to maintain efficient service delivery. The role requires meticulous attention to detail to resolve conflicts and address any issues that arise between vendors, clients, and internal teams.

By effectively managing administrative tasks and communication channels, the Commercial Service Administrator supports project timelines and budget adherence. Ultimately, this role contributes to the overall success and reputation of the company by facilitating seamless service operations and fostering strong commercial partnerships.

Minimum Qualifications:

• High school diploma or equivalent; associate degree or higher in business administration or related field preferred.
• Proven experience in vendor relations and administrative support within the construction or HVAC industry.
• Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
• Proficiency in processing invoices and supply ordering systems.
• Excellent communication and conflict resolution skills.

Preferred Qualifications:

• Experience specifically in commercial HVAC service administration.
• Familiarity with construction project management software and procurement systems.
• Knowledge of industry regulations and compliance standards related to commercial HVAC services.
• Certification in supply chain management or related administrative fields.
• Advanced proficiency in Microsoft Office Suite and accounting software.

Responsibilities:

• Manage and maintain positive relationships with vendors to ensure timely delivery of supplies and services.
• Coordinate and process supply orders accurately to support ongoing commercial HVAC projects.
• Review, verify, and process invoices in a timely manner to ensure accurate financial records.
• Resolve conflicts and address any service-related issues between vendors, clients, and internal teams promptly and professionally.
• Maintain detailed records of service activities, vendor communications, and project documentation to support operational transparency.

Skills:

The required skills such as vendor relations and conflict resolution are essential for daily interactions with suppliers and internal teams, ensuring smooth communication and problem-solving. Supply ordering and invoice processing skills are used to maintain accurate and timely procurement and financial records, which are critical for project continuity and budget management. Knowledge of commercial HVAC systems allows the administrator to understand project requirements and coordinate effectively with technical teams.

Preferred skills like familiarity with project management software enhance efficiency in tracking orders and service schedules. Together, these skills enable the Commercial Service Administrator to support operational excellence and contribute to successful project outcomes.

Benefits:

• PTO Per Company Policy
• 6 paid holidays
• 401(K) plan, including company match
• Health, Dental, Vision, STD Life Insurance
• 125 Plan

Equal Opportunity Employer

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, sex, sexual orientation, gender identity, national origin, veteran or disability.