HVAC Administrative Assistant

2 days ago

Cainta, Calabarzon, Philippines beBeeHVAC Full time ₱35,000 - ₱48,400
Administrative Coordinator for HVAC Operations

This highly organized and detail-oriented professional will oversee the administrative and operational tasks of our company.

  • 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 WhatsApp.
  • 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 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 Monday.com.
  • PlanSwift & Estimating Support:
    • Utilize PlanSwift to review takeoffs, measure materials, and assist in preparing estimates.

Responsibilities include 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.

The ideal candidate will have proven experience in HVAC, construction, or a related industry, familiarity with HVAC plans and specifications, and proficiency in using Monday.com to track project progress, vendor estimates, and submittals. They should also be proficient in PlanSwift for takeoffs and estimation support. Strong organizational and time management skills are essential, as well as the ability to handle multiple priorities in a fast-paced environment. Excellent verbal and written communication skills are required, along with a proactive, adaptable, and able to anticipate company needs.

Preferred skills 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. The ability to manage social media platforms and contribute to marketing efforts is also beneficial.

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