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Job Title: HVAC Department Administrator Type of employment: Full-time Shift Schedule: Monday–Friday, 8:00 AM – 5:00 PM Pacific Time Position Summary Century Commercial Service is seeking a detail-oriented and organized HVAC Department Administrator to provide administrative support to our HVAC Service Department. This position plays a key role in helping the department operate efficiently by managing administrative tasks, maintaining accurate data, coordinating internal communications, and supporting daily operations. The ideal candidate is highly organized, technology-savvy, and comfortable working in a fast-paced environment where priorities can shift throughout the day. This role will work closely with the HVAC Department Lead, taking ownership of routine administrative responsibilities so the department leadership can focus on operations, customer service, and business growth. Primary Responsibilities Perform daily administrative support for the HVAC Department. Enter, update, and maintain accurate information across multiple software platforms. Maintain and update department spreadsheets, reports, and tracking documents. Assist with weekly and monthly administrative processes and reporting. Coordinate communications between internal departments to ensure projects move efficiently. Draft, send, and respond to internal and customer email communications. Track work orders, project information, and departmental documentation. Maintain organized electronic records and files. Assist with scheduling, documentation, and administrative follow-up as needed. Support department leadership with special projects and operational initiatives. Identify opportunities to improve administrative processes and workflow efficiencies. Provide excellent internal customer service to dispatchers, estimators, project managers, and department leadership as needed. Required Qualifications Minimum of 5 years of administrative experience in a professional office environment. Strong proficiency in Microsoft Excel, including formulas, sorting, filtering, and data management. Experience using Google Workspace, including: Google Sheets Google Docs Google Drive Gmail Google Calendar Experience with AI systems such as Chat GPT, Claude or Gemini Comfortable learning and working within multiple software platforms and business management systems. Excellent written and verbal communication skills. Strong organizational skills with exceptional attention to detail. Ability to prioritize multiple assignments while meeting deadlines. Self-motivated with the ability to work independently while collaborating with a team. Professional, dependable, and customer-service oriented. Strong English Preferred Preferred Qualifications Previous experience supporting an HVAC, mechanical, construction, service, facilities, or commercial contracting company. Experience with work order, dispatching, CRM, ERP, or field service management software. Experience coordinating across multiple departments and managing administrative workflows. Skills & Competencies Organization and time management Data entry accuracy Process coordination Written communication Problem solving Multi-tasking Collaboration Adaptability Technology proficiency Attention to detail What Success Looks Like A successful HVAC Department Administrator creates efficiency within the department by ensuring administrative tasks are completed accurately and on time. They proactively communicate with internal teams, maintain organized records, keep department information current, and allow department leadership to focus on serving customers and supporting field operations. This position is ideal for someone who enjoys organization, takes pride in accuracy, enjoys supporting a team, and thrives in a fast-paced service environment. Technical Requirements Laptop: Minimum i5 10th Gen (or Ryzen equivalent), 16GB RAM, 256GB SSD Monitors: Dual monitors required Internet: Two separate wired internet connections (e.g., PLDT + Converge). Mobile data is not considered an acceptable backup
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