This is a remote position.
Administrative Coordinator
Job Description:
We are looking for an organized and proactive Administrative Coordinator to join our team, an HVAC company based in Memphis, Tennessee. In this role, you will assist with daily operations, ensuring smooth coordination between team members, tenants, and suppliers. The ideal candidate will have excellent communication skills, attention to detail, and the ability to multitask.
Key Responsibilities:
1. Task Management:
- Review Asana and Property Meld at the start of the day and throughout, ensuring all tasks and notes are up-to-date.
- Monitor chats and notes, addressing any outstanding issues.
2. Invoice Management:
- Collaborate with your head to draft and review invoices regularly.
- Verify job completion in Asana and ensure accuracy in billing amounts.
- Track old invoices and ensure timely payments.
- Submit reviewed invoices in PDF format before Friday mornings.
3. Time Tracking:
- Maintain daily logs of working hours for both yourself and technicians.
4. Calendar Management:
- Manage the employer’s calendar, scheduling meetings, and ensuring timely follow-ups.
5. Work Order Scheduling:
- Schedule work orders with tenants, ensuring smooth communication and timely completion of tasks.
6. Tenant Reviews:
- Reach out to tenants for 5-star reviews upon job completion to maintain a positive relationship and enhance the company's reputation.
7. Supplier Coordination:
- Reach out to suppliers to inquire about purchases and ensure timely delivery of materials.
8. Research:
- Watch educational content about HVAC related fields and take notes so we can use an instructional notes for our workers
- Research topics instructed by the owner and take notes on them.
- Research typically happens on slower days and isn't an everyday thing.
Qualifications:
- Experience with task management platforms such as Asana and Property Meld. These platforms are easy to use and we don't mind training you how to use them.
- Strong organizational skills and attention to detail.
- Ability to multitask and handle various responsibilities simultaneously.
- Excellent communication skills (both written and verbal) in English and Spanish.
Schedule:
- Monday to Friday, 8am to 4:30pm Central with a 30-minute unpaid break
