Records & Administrative Coordinator

Russell Tobin's client, a a world leader in heating, air-conditioning and refrigeration solutions company, is hiring a Records & Administrative Coordinator in Charlotte, NC.

Job Title: Records & Administrative Coordinator (Onsite)

Location: Charlotte, NC - Onsite

Schedule: Monday–Friday, 8:00 AM – 5:00 PM

Pay Rate: $18–$21 per hour

Job type: 1 contract w/ pos of ext

Position Summary

We are seeking a detail-oriented and highly organized Records & Administrative Coordinator to support daily operations through effective records management and administrative coordination. This role is responsible for maintaining company records and publications, supporting accounts receivable processes, and assisting with procurement and warranty administration.

The ideal candidate thrives in a structured environment, can manage multiple priorities, and is comfortable working independently while collaborating across teams.

Key Responsibilities

Records & Documentation Management

• Coordinate and organize company records and publications
• Maintain standard procedures for compiling, sorting, and locating knowledge materials (books, documents, drawings, film, and related materials)
• Ensure materials are properly maintained for current and future use

Administrative & Operational Support

• Data management and Accounts Receivable support
• Job management coordination
• Warranty support (registration, cost recovery, and claim processing)

Procurement & Financial Support

• Process parts orders
• Create and manage purchase orders
• Execute credit memos, invoice cancellations, and cost transfers

Qualifications & Experience

Required:

• High school diploma
• Strong attention to detail and organizational skills
• Strong verbal and written communication skills
• Intermediate proficiency in Microsoft Office
• Excellent time management skills
• Ability to multitask and manage competing priorities
• Ability to follow and execute processes based on Standard Work Instructions
• Ability to work independently without close supervision
• Ability to interact effectively with colleagues and customers at all organizational levels

Preferred:

• Experience in HVAC or a service-based organization
• Knowledge of SalesForce.com
• Knowledge of SAP S4-Hana
• Bachelor’s degree with 1+ year of relevant experience or
• BA degree with 3+ years of shared service administrative support experience

Benefits that Russell Tobin offers:

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.