Office Coordinator

Position Overview:

We are seeking a proactive, organized, and detail-oriented Office Coordinator to support the day-to-day administrative and operational functions of our HVAC company here at BPG. The ideal candidate will have strong communication skills, an understanding of office procedures, and the ability to multitask in a fast-paced environment. The Office Coordinator will be responsible for coordinating office activities, supporting field technicians, managing customer inquiries, and ensuring smooth office operations.

Key Responsibilities:

• Office Management:
• Answer and direct phone calls, emails, and inquiries from customers, vendors, and staff.
• Maintain a clean, organized office space.
• Order and maintain office supplies and equipment.
• Ensure all office documentation is properly filed and organized (both physical and digital files).
• Customer Service:
• Serve as the first point of contact for customers calling with questions or service requests.
• Schedule service calls, appointments, and follow-up with clients as needed.
• Coordinate with technicians and field staff to schedule appointments and resolve customer issues.
• Administrative Support:
• Provide administrative support to the office manager, technicians, and service teams.
• Prepare and maintain reports, spreadsheets, and schedules.
• Assist with invoicing and billing processes, ensuring accurate customer records and payments.
• Handle basic payroll support (if applicable).
• Project Coordination:
• Help track project timelines, service requests, and job statuses.
• Assist with organizing and tracking inventory for HVAC parts and equipment.
• Support the implementation of new systems or processes to improve office efficiency.
• Recordkeeping & Compliance:
• Maintain accurate records for warranties, service contracts, and customer files.
• Ensure that all necessary documentation is compliant with industry regulations.
• Handle the preparation and submission of any necessary paperwork for permits or inspections.
• Collaboration:
• Communicate effectively with the service team to ensure that customer needs are met on time.
• Liaise with suppliers, vendors, and contractors for product orders and services.
• Support team members with scheduling and other administrative tasks as needed.

Skills and Qualifications:

• High school diploma or equivalent; an associate degree in business or related field is a plus.
• 2 years of experience in office coordination or administrative roles (HVAC industry experience is a bonus).
• Excellent communication skills (both verbal and written).
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and scheduling software.
• Ability to work independently and as part of a team.
• Customer-focused with a friendly, professional demeanor.
• Knowledge of HVAC terminology and industry practices is helpful but not required.
• Strong attention to detail and problem-solving skills.

Preferred Qualifications:

• Experience with QuickBooks, CRM systems, or field service management software.
• Familiarity with OSHA, EPA, and other HVAC-related regulations.

Physical Requirements:

• Ability to sit or stand for long periods.
• Occasional lifting of office supplies or documents (up to 20 lbs).

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Columbia, SC 29212: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $26