Administrative Operations Coordinator QuickBooks

Job Description

Job Description

Company : AirGuardian HVAC

Position : Administrative Operations Coordinator / QuickBooks

This role combines administrative, logistical, and financial support in a fast-paced service

environment. As an operations coordinator you will be responsible for maintaining all

financial aspects for AirGuardian HVAC, as well as assisting with daily operations. The

ideal candidate should be able to adapt quickly, think critically, and make independent

decisions while effectively prioritizing and multitasking. Strong organizational skills,

attention to detail, and the ability to work both independently and as part of a team are

essential for ensuring smooth and efficient operations.

Responsibilities :

Categorizing of bank transactions according to chart of accounts and

attached receipts

Send emails to schedule planned service & maintenance

Monitor ongoing service calls, update ticket log, and WhatsApp chats as

changes come in.

Review tech notes & make corrections as necessary / contact techs to get

further information before providing updates to clients & updating ticket

Dispatch techs on field service management software (ServiceTrade) - Training will be provided!

Reconcile Bank Statements & Transactions (QuickBooks)

Answer office phone (during office hours)

Scanning documents and adding them to appropriate folders in Google

Drive

File physical paperwork into appropriate folders

Provide support to management as needed

Monitor sales and service emails and take appropriate action when

necessary

Take dictation for service manager from the field as needed

Keep track of open jobs / projects and schedule accordingly

Process weekly payroll, reimbursement checks, vendor bills

Review & Confirm vendor bills are accurate / paid on time

Generate & Send invoices weekly for services provided / monthly

maintenance

Get quotes from vendors / contractors for planned installs / service

QUALIFICATIONS :

• Candidate Must :

Have a valid Drivers License

Possess the ability to work independently and prioritize tasks

Be dedicated to the mission of the company and committed to its efficiency and

success

Have two years’ prior experience in a similar role; proficiency with Microsoft

Office, QuickBooks, and Google Workspace is essential.

Adaptable and flexible to a fast-paced, high-intensity environment

Be able to critically think & solve problems

Be a self-starter : take initiative to learn and accept additional responsibilities

Respond well to direction and accept constructive criticism

Previous experience in HVAC / Trade related field a plus

BENEFITS : Generous PTO

Medical / Dental / Vision Insurance

Opportunity for growth

Company Description

AirGuardian HVAC is a rapidly expanding HVAC company specializing in commercial applications. Our goal at AirGuardian is to provide the most environmental, energy-efficient HVAC systems on the market today, while delivering an unparalleled level of service, maintenance, and trustworthiness within the industry. We take great pride and care in providing high quality work and client transparency; coupled together with an unrivaled sense of urgency and a strong cohesive management team, we aim to be the leaders in our field.

Company Description

AirGuardian HVAC is a rapidly expanding HVAC company specializing in commercial applications. Our goal at AirGuardian is to provide the most environmental, energy-efficient HVAC systems on the market today, while delivering an unparalleled level of service, maintenance, and trustworthiness within the industry. We take great pride and care in providing high quality work and client transparency; coupled together with an unrivaled sense of urgency and a strong cohesive management team, we aim to be the leaders in our field.