Office Administrator / Office Coordinator

About the Role

We are a commercial HVAC company doing $2M+ in annual revenue and growing. As Operations Coordinator, you will be the backbone of our day-to-day business — keeping our office, field teams, customers, and vendors running smoothly. You will own our internal systems, support estimating, and ensure nothing falls through the cracks. This is not a passive admin role. We are looking for someone who thrives on building processes and takes pride in having everything organized and running efficiently. Must be sold on the company values- Relentless, Honest, Impact, Neatness, Ownership...the RHINO way!

Who You Are

• Highly organized — you build systems so things don't get missed

• Detail-oriented — you catch errors before they become problems

• Proactive — you don't wait to be told; you anticipate what's needed

• Tech-savvy — comfortable learning new software quickly

• A clear communicator — with field crews, customers, and vendors alike

• Experienced in construction, trades, or field service administration (preferred)

Key Responsibilities

Office & Financial Administration

• Print and distribute checks; process online invoice payments

• Invoice customers daily and follow up on outstanding balances

• Assist in payroll processing

• Set up new vendor accounts and submit credit applications

• Enter and track purchase orders in company software

• Send certificates of insurance, tax exempt forms to customers & vendors as required

• Assist in maintaining company fleet and service

• Work with 3rd party bookkeeping to make sure invoices are coded to jobs correctly

• Maintain company Purchase order system

• Order company uniforms, maintain office supplies and miscellaneous office related tasks

• Tracking of rental lifts on job sites

• Company birthdays and HR for work anniversaries

Project & Service Coordination

• Set up new jobs in project management software

• Set up service calls in service dispatch software

• Dispatch field technicians for service jobs and communicate job details clearly

• Receive material deliveries to the shop; organize warehouse materials by project

• Procure parts from vendors for service calls and projects

Estimating Support

• Maintain the company bid board with accurate due dates and project status

• Send requests for pricing (RFQs) to vendors for active job bids

• Maintain and update common material pricing database for estimating

• Support proposal preparation including formatting, material lists, and documentation

Communications

• Answer inbound phone calls professionally; route or resolve inquiries

• Serve as a key communication link between the owner, field team, customers, and vendors

Who You Are

• Highly organized — you build systems so things don't get missed

• Detail-oriented — you catch errors before they become problems

• Proactive — you don't wait to be told; you anticipate what's needed

• Tech-savvy — comfortable learning new software quickly

• A clear communicator — with field crews, customers, and vendors alike

• Experienced in construction, trades, or field service administration (preferred)