HVAC Office Administrator

4 days ago

Philippines Remote VA Full time ₱250,000 - ₱500,000 per year

Job Title: HVAC Office Administrator / Operations Coordinator

Location:Remote work

Job Description: We are looking for a highly organized and detail-oriented professional to manage the administrative and operational tasks of our HVAC company. 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.

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

Qualifications:

  • 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 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.
  • Proficiency in Gmail, Google Sheets, Google Docs, , WhatsApp, PlanSwift, and RingCentral.

Preferred Skills:

  • 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.

  • Administrative Virtual Assistant for HVAC

    6 days ago

    Philippines tradeva Full time ₱360,000 - ₱720,000 per year

    About the Company:A leading Australian HVAC (Heating, Ventilation, and Air Conditioning) company known for high-quality workmanship and reliable service is seeking a proactive and detail-oriented Administrative Virtual Assistant to take over time-consuming admin tasks. This will free the business owner to focus on-site and keep operations running smoothly...

  • HVAC Engineer

    3 weeks ago

    , , Philippines Jones Lang LaSalle Incorporated Full time

    **JLL empowers you to shape a brighter way**.Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they...

  • ADMINISTRATIVE OFFICER II

    3 weeks ago

    , CENTRAL VISAYAS, Philippines Department of Social Welfare and Development Central Office - Government Full time

    NOTICE OF VACANCY Please be informed that DSWD Field Office XI is inviting applicants (regardless of gender, civil status, disability, religion, ethnicity, or political affiliation) to fill-up the under‑here vacant position. Job Description Administrative Officer II Job ID No. : 10302 Employment Status : Contract of Service Number of Vacancies : One (1)...

  • Administrative Assistant

    4 days ago

    Robinsons Cyberscape Gamma by RL Commercial REIT, Inc. (RCR) Pasig, Ortigas Center, Pasig City, Philippines Satellite Office Full time ₱250,000 - ₱500,000 per year

    Purpose of the RoleThe Administration Officer is responsible for providing day-to-day administrative and compliance support to ensure smooth business operations. This role manages staff onboarding, travel and accommodation bookings, inbox coordination, and documentation, while supporting vendor compliance and project mobilisation. The Administration Officer...

  • Accounts & Administration Office

    3 weeks ago

    , , Philippines Telelink Business Systems Full time

    Company Description Telelink Business Systems, established in 1985 and based in Adelaide, South Australia, provides cutting‑edge telecommunications and IT solutions for businesses and healthcare providers. The company specializes in cloud telephony, SIP trunking, and AI‑driven communication software, as well as healthcare technologies such as nurse call...

  • Administrative Officer

    3 weeks ago

    , , Philippines EcoSecurities Group Full time

    This position will play a critical role in providing timely, accurate and effective administrative support to project staff in the successful design and execution of the Native mixed-species Reforestation Project in the Philippines. The role also has an important task in setting up administrative, accounting, and HR processes. This is a junior to mid-level...

  • Digital Learning Administrator

    5 days ago

    Robinsons Cyberscape Gamma by RL Commercial REIT, Inc. (RCR) Pasig, Ortigas Center, Pasig City, Philippines Satellite Office Full time ₱300,000 - ₱500,000 per year

    This is a pivotal role that will coordinate, administrate and advocate the digital eLearning  environment, particularly our LMS, within the company and other associated businesses.Work with the Learning and Development team to provide end-to-end administration and support of the LMS and L&D platforms.Key Accountabilities/Responsibilities: • Manage,...

  • Administrative Officer 13N25

    3 weeks ago

    , Metro Manila, Philippines TALENTMATE Full time

    Job Description An Administrative Officer is a key member of the management team, responsible for ensuring the smooth running of business operations. With a focus on improving efficiency and productivity, this role involves managing day-to-day administrative tasks such as coordinating schedules, overseeing office communications, and maintaining records. In...

  • ADMINISTRATIVE OFFICER II

    3 weeks ago

    , , Philippines DSWD Full time

    ADMINISTRATIVE OFFICER II (PSYCHOMETRICIAN) Please be informed that DSWD Field Office XI is inviting applicants (regardless of gender, civil status, disability, religion, ethnicity, or political affiliation) to fill-up the hereunder vacant position. Job ID No.: 10093 Employment Status: Contract of Service Number of Vacancies: One (1) Item Number: FO XI- COS-...

  • Administrative Officer

    3 weeks ago

    , Metro Manila, Philippines DMCI Homes Property Management Corp. Full time

    JOB ROLES Oversee the administrative functions in the property management office including, but not limited to, office management, billing and collection, legal compliances, management of residents' online groups (e.g., Facebook, Viber, community applications), property housekeeping, and other admin roles Enforce collection strategies to ensure that the...