HVAC Administrative Coordinator

1 week ago

Pagadian, Zamboanga Peninsula, Philippines beBeeAdministrative Full time ₱35,000 - ₱48,000
Job Title: HVAC Administrator

We are seeking a skilled professional to manage the administrative and operational tasks of our company.

Key Responsibilities:
  • Job Coordination & Documentation:
    • Handle work orders, change orders, submittals, RFIs, and RFPs
  • Customer & Vendor Communication:
    • Communicate with clients, vendors, and contractors via email, phone, and other means
  • Project & Office Management:
    • Assist with bids/proposals, track equipment rentals, material purchases, and change orders
    • Maintain communication with on-site project managers
  • Compliance & Safety:
    • Assist with site-specific safety plans and ensure all regulatory paperwork is properly managed
  • Marketing & Social Media:
    • Help manage our online presence, customer engagement, and brand awareness
  • HVAC Plans & Vendor Pricing:
    • Review HVAC plans and specifications, pull necessary information to request pricing from vendors
    • Track all vendor estimates and submittals using project management tools
  • PlanSwift & Estimating Support:
    • Utilize PlanSwift to review takeoffs, measure materials, and assist in preparing estimates

The ideal candidate will be responsible for multitasking efficiently, staying ahead of deadlines, and ensuring smooth operations. This role requires excellent communication skills, a proactive attitude, and the ability to manage various tasks related to job coordination, customer communication, project management, compliance, and marketing.

This position involves:

  • Managing multiple projects simultaneously
  • Coordinating with vendors and contractors
  • Communicating effectively with clients
  • Assisting with bid proposals and tracking equipment rentals
  • Maintaining office supplies and managing inventory
  • Providing exceptional customer service
  • Staying up-to-date with industry developments and best practices

The successful candidate will have:

  • Proven experience in HVAC, construction, or a related industry
  • Familiarity with HVAC plans and specifications and effective communication with vendors for pricing and materials
  • Proficiency in using project management tools to track project progress, vendor estimates, and submittals
  • Proficient in PlanSwift for takeoffs and estimation support
  • Strong organizational and time management skills, with the ability to handle multiple priorities in a fast-paced environment
  • Excellent verbal and written communication skills
  • Proactive, adaptable, and able to anticipate company needs

Preferred qualifications include:

  • Experience with other project management and communication tools
  • Knowledge of compliance and safety regulations in the HVAC industry
  • Strong problem-solving skills and ability to work independently
  • Ability to manage social media platforms and contribute to marketing efforts
Requirements:
  • Bachelor's degree in business administration or a related field preferred
  • 2+ years of experience in an administrative role, preferably in the HVAC industry
  • Excellent communication and interpersonal skills
  • Ability to work independently and as part of a team
  • Proactive and flexible, with a strong attention to detail

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