Office Administrator

A heating and air company is seeking a Office Administrator who can help manage and maintain accurate documentation and schedules related to job materials, purchase orders, and installation timelines. This position ensures that all relevant forms and data are completed, communicated, and followed up on in a timely and organized manner to support project success across all phases.

Key Responsibilities:

• Access vendor portals to obtain purchase orders (POs) and floorplans.
• Create job estimates in QuickBooks (QB) using gathered documents.
• Generate purchase orders in QB based on memorized material lists for each floor plan.
• Complete the RGT form in Bolt with detailed job-specific information.
• Ensure each phase of the job includes the corresponding RGT form for accurate execution.
• Coordinate with the warehouse to ensure crews receive correct materials using the RGT form.
• Repeat processes daily for each construction lot.
• Schedule roughs, gas, and trims accurately in Bolt.
• Email rough schedules to the necessary teams each morning.
• Ensure timely email delivery of POs to each vendor through QB.
• Ensure gas and trim schedules are communicated in a timely manner.
• Follow up on VPO (Vendor Purchase Order) requests until successfully received.
• Ensure punch list items are emailed promptly to the appropriate crews.

Qualifications:

• Basic computer knowledge
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and deadlines effectively
• Strong communication and follow-up skills
• Experience in construction or materials coordination is a plus

Compensation:

• $22 an hour
• Full benefits

Schedule:

• Monday- Friday
• 8-5
• On- Site