Responsibilities:

Administrative & Document Support

• Prepare, format, edit, and proofread correspondence, construction documents, reports, and customer proposals.
• Organize and maintain both digital and physical filing systems; file permits as required.
• Track certifications, compliance paperwork, and vendor/subcontractor documentation.
• Build and maintain job files/folders including drawings, pricing, timelines, and required reports.

Inventory Coordination

• Enter, post, and verify inventory transactions in database.
• Assist with warehouse inventory checks, ensuring accurate counts and records.
• Order materials for jobs as needed and coordinate delivery timelines with warehouse staff.

Scheduling & Dispatch Support

• Schedule crews and jobs; track crew/technician time and GPS verification.
• Pull permits and schedule inspections for projects.
• Submit required job documentation to appropriate parties.
• Provide regular reporting for weekly meetings and job progress updates.

General Office Duties

• Handle incoming requests and inquiries from customers, vendors, and internal teams.
• Perform additional administrative or operational tasks as assigned by management.

Requirements:

• Associate’s or Bachelor’s degree in Business Administration, Construction Management, or related field (preferred).
• 2+ years of administrative experience, preferably in construction, HVAC, or related trades.
• Familiarity with project estimating, job costing systems, or dispatch scheduling (construction dispatcher experience a plus).
• Strong proficiency in Microsoft Excel (Advanced Excel preferred), Word, PowerPoint, and Outlook.
• Excellent organizational, communication, and time management skills.
• High attention to detail, accuracy, and confidentiality.
• Ability to manage multiple priorities in a fast-paced environment.
• Analytical mindset with the ability to interpret and present data clearly.
• Positive, professional, and customer-focused attitude.