HVAC Office Administrator

Bickle Electric Contracting Co Inc • Full-time • Edwardsville, Illinois, United States • $35,000 - $46,000 / year • 1m ago

Job Title: HVAC Office Administrator

Reports to: Operations Manager / HVAC Service Manager

Position Summary: Provide administrative and customer-service support for the HVAC team, ensuring smooth office operations, scheduling, billing, and communication between technicians, customers, and vendors.

Key Responsibilities:

Answer phones, respond to service inquiries, and schedule service calls, installations, and preventive maintenance.
Dispatch and coordinate technicians’ daily routes; confirm appointments and follow up on completions.
Prepare and process work orders, service agreements, invoices, purchase orders, and expense reports.
Maintain customer records, job files, warranties, and parts inventory logs in company software.
Assist with parts ordering, vendor communications, and basic inventory reconciliation.
Enter and track time sheets, job costs, and billing information; coordinate with accounting for invoicing and collections.
Generate routine reports (work order status, technician productivity, outstanding invoices).
Ensure office supplies, forms, and safety documentation are maintained and accessible.
Provide excellent customer service, handle customer complaints professionally, and escalate technical issues to supervisors.

Qualifications:

High school diploma or equivalent; associate degree or coursework in office administration preferred.
2+ years administrative experience; experience in HVAC, trades, construction, or field-service environment a plus.
Proficiency with Microsoft Office; experience with Quickbooks a big plus.
Strong organizational, multitasking, and communication skills.
Basic bookkeeping or invoicing experience desirable.

Physical & Work Conditions:

Primarily office-based with occasional light lifting (files, small parts up to ~25 lbs).
May require phone/customer-facing interactions and occasional visits to job sites or warehouses.

Competencies:

Customer service orientation, attention to detail, time-management, problem-solving, and ability to work with field staff under shifting priorities.

Equal Opportunity Statement: Bickle Electric Heating and Cooling Contracting Co., Inc is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, or other protected status.

Pay: $35,000.00 - $46,000.00 per year

Benefits: