Office Coordinator

Application Instructions

Thank you for expressing interest in joining our team. We appreciate your enthusiasm and look forward to reviewing your application.

To ensure a smooth application process, please follow these instructions:

Application Submission:

• Complete the online application form, providing accurate and detailed information.

Resume, Cover Letter and Additional Documents:

• Attach your updated resume that highlights your relevant experience, skills, and achievements.
• Include a cover letter expressing your interest in the position and explaining how your qualifications align with the role.
• If applicable, upload any additional documents requested in the job posting, such as a portfolio, certifications, or references.

Contact Information:

• Double-check that your contact information is accurate to ensure we can reach you promptly.

We appreciate your interest in working with Thermal Concepts, LLC. If you have any questions or encounter issues during the application process, please contact our HR department at HR or .

Position Description

About Us

Thermal Concepts , provides high-quality HVAC services to commercial clients across the region. Our team specializes in the installation, maintenance, and repair of heating, ventilation, air conditioning, and refrigeration systems. We are committed to safety, efficiency, and customer satisfaction - and we're seeking a highly organized and proactive Office Coordinator / Dispatcher to support daily office operations while assisting with scheduling and dispatch coordination.

What you'll get

• Competitive pay based on experience and certifications
• Excellent Medical, Dental, and Vision insurance
• Paid vacation and paid Federal holidays
• 401(k) with company match
• Strong career growth opportunities within the Thermal Concepts family of companies
• And more.

Position Requirements

What you'll do

Office Administration & Coordination

• Manage daily office operations to ensure an organized, professional, and efficient work environment.
• Greet and assist visitors, customers, and vendors in a courteous and professional manner.
• Answer incoming phone calls, route calls appropriately, take messages, and respond to inquiries.
• Handle incoming and outgoing mail, deliveries, and office correspondence.
• Order and maintain office supplies and track inventory levels.
• Coordinate office maintenance, repairs, cleaning services, and vendor relationships.
• Assist with office renovations, equipment setup, and workspace organization as needed.
• Manage office keys, alarm systems, and general office security procedures.
• Maintain filing systems, spreadsheets, records, and company documentation.
• Track office-related expenses and maintain accurate administrative records.
• Coordinate meetings, office events, travel arrangements, and other logistics.
• Provide support to senior leadership

Dispatch & Scheduling

• Schedule and dispatch service technicians efficiently based on customer needs, technician availability, and job priority.
• Communicate with customers regarding appointments, scheduling updates, and service timelines.
• Monitor technician schedules and adjust routes or appointments as needed throughout the day.
• Coordinate emergency or priority service calls in a timely manner.
• Maintain accurate dispatch logs, service records, and customer information.
• Work closely with field technicians and management to ensure smooth daily operations.
• Follow up with customers regarding service completion and outstanding scheduling needs.

What we're looking for

• High school diploma or equivalent required;
  Associate degree in Business Administration or related field preferred.
• Minimum of 2 years of office administration, office coordination, receptionist, customer service, or dispatch experience preferred.
• Prior dispatching or scheduling experience in HVAC, service, construction, or related industries is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational, multitasking, and problem-solving skills.
• Excellent verbal and written communication skills.
• Professional, dependable, and customer-focused attitude.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Experience with scheduling software, CRM systems, or dispatch platforms is a plus.

Equal Opportunity Employer

Thermal Concepts, LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.