Administrative Assistant; Residential Construction HVAC

MTB Mechanical, 1201 Industrial Dr, Matthews, North Carolina, United States of America

Posted Tuesday, February 10, 2026 at 5:00 AM

Job Title

Residential New Construction HVAC Administrative Specialist

Job Summary

We are seeking a highly organized and detail-oriented Administrative Specialist to support our Residential New Construction HVAC division. This role is critical to keeping projects on schedule by coordinating with builders, field teams, suppliers, and internal departments. The ideal candidate thrives in a fast-paced construction environment, communicates clearly, and enjoys being the central point of organization for multiple projects at once.

Key Responsibilities

• Serve as administrative support for residential new construction HVAC projects
• Coordinate scheduling between builders, project managers, and field technicians
• Process work orders, contracts, change orders, and job documentation
• Track project timelines, permits, inspections, and installation milestones
• Communicate job status updates to internal teams and external partners
• Maintain accurate project files in company software and databases
• Lead invoicing and job cost tracking
• Handle incoming calls and emails related to new construction projects
• Ensure compliance with company procedures and builder requirements

Required Qualifications

• High school diploma or equivalent
• 2+ years of administrative experience, preferably in HVAC, construction, or a trade-related industry
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to work effectively in a deadline-driven environment

Preferred Qualifications

• Experience with residential new construction processes
• Familiarity with HVAC terminology and workflows
• Experience using construction or HVAC software (Service Titan, Build Pro, CoConstruct, or similar)
• Knowledge of permitting and inspection processes

Skills & Attributes

• Detail-oriented and highly organized
• Strong follow-through and time management
• Customer-service mindset when working with builders and partners
• Comfortable working with multiple projects simultaneously
• Office-based role with frequent communication with field personnel and builders
• Fast-paced, team-oriented construction environment