Description

HVAC HR / Permit Coordinator

Position Summary

The HVAC HR / Permit Coordinator is responsible for supporting daily office operations by managing permitting activities, coordinating preventative maintenance scheduling and documentation, and handling human resources administrative functions. This role works closely with field teams, service managers, vendors, municipalities, and employees to ensure compliance, operational efficiency, and a positive employee experience. Payroll processing is not included in this position.

Key Responsibilities

Permitting & Compliance

Prepare, submit, and track HVAC permits with local municipalities and governing agencies
Coordinate inspections and maintain permit records to ensure project compliance
Monitor permit expiration dates and renewal requirements
Communicate with project managers, technicians, and inspectors regarding permit status updates
Maintain organized digital and physical permit files

Preventative Maintenance Coordination

Schedule preventative maintenance appointments for commercial and residential clients
Maintain preventative maintenance agreements and customer records
Coordinate technician schedules and dispatch support for maintenance calls
Track completed maintenance services and ensure proper documentation
Follow up with customers regarding upcoming service appointments and contract renewals

Human Resources Support

Assist with onboarding and new hire paperwork
Maintain employee personnel files and HR documentation
Coordinate employee training records, certifications, and compliance tracking
Support recruiting efforts by scheduling interviews and communicating with candidates
Assist with employee relations and general HR administrative tasks
Manage uniform orders, employee forms, and internal communications
Ensure HR records remain accurate and confidential

Administrative Duties

Answer incoming calls and provide administrative support to office staff and management
Maintain accurate data entry across company systems and spreadsheets
Assist with reporting, document preparation, and office organization
Support additional operational and administrative tasks as needed

Qualifications

Previous experience in HVAC, construction, service coordination, HR administration, or office management preferred
Knowledge of permitting processes and municipal requirements is a plus
Strong organizational and multitasking skills in a fast-paced environment
Excellent communication and customer service skills
Proficiency in Microsoft Office, Google Workspace, and scheduling software
Experience with ServiceTitan and QuickBooks is highly preferred
Ability to maintain confidentiality and handle sensitive information professionally
High attention to detail and strong follow-through skills

Preferred Skills

Experience with preventative maintenance scheduling
Familiarity with HR onboarding and compliance documentation
Knowledge of HVAC industry terminology and workflows
Ability to prioritize tasks and manage deadlines independently
Experience working within ServiceTitan for scheduling, customer management, and reporting
Familiarity with QuickBooks for invoicing, tracking, and general administrative support

Work Environment

Office-based role with frequent communication with field staff, customers, and municipalities
Full-time position with standard business hours; occasional flexibility may be required based on operational needs

Benefits

Competitive compensation
Health, dental, and vision insurance
Paid time off and holidays
Career growth opportunities within a growing organization
Supportive team-oriented environment

Harwich Port Heating and Cooling

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