An HVAC company in Savannah, GA specializing in new residential construction is seeking a highly organized Administrative Coordinator. This role is key to supporting field operations by managing documentation, material tracking, and scheduling across multiple job sites. The ideal candidate is detail-oriented, proactive, and experienced in coordinating between office teams, field crews, and vendors.
Key Responsibilities:
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Access vendor portals to obtain purchase orders (POs) and HVAC floorplans
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Create job estimates in QuickBooks based on builder documents
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Generate POs using memorized HVAC material lists per floorplan
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Complete detailed job forms in construction scheduling software (e.g., Bolt)
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Ensure each job phase is accurately documented for field crews
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Coordinate with warehouse to confirm correct materials are delivered to crews
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Schedule rough-ins, gas lines, and trim-outs in the scheduling system
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Distribute daily schedules and updates to internal teams and vendors
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Ensure POs are sent to vendors in a timely manner
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Follow up on vendor purchase orders (VPOs) until confirmed received
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Email punch list items to appropriate crews for completion
Qualifications:
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Experience with QuickBooks and/or construction scheduling software preferred
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Strong organizational skills and attention to detail
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Ability to manage multiple tasks, deadlines, and shifting priorities
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Clear, timely communication and strong follow-up skills
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Prior experience in HVAC, construction, or material coordination is a plus
