Office Administrator
Position Summary
We are seeking a detail-oriented and highly organized Office Admin to manage the daily administrative operations of our HVAC company. This role serves as the backbone of office activity, coordinating between management, vendors, and field staff to ensure smooth business operations. The ideal candidate is a proactive self-starter with experience in the trades or service industry.
Key Responsibilities
Administrative & Office Management
Maintain organized digital and physical filing systems for contracts, permits, and warranties
Order and track office supplies, parts, and equipment inventory
Pick up parts and mail as needed
Pick up deliveries from Hy-Line (typically Tuesday or Thursday)
Occasional small parts delivery to job sites
Shop for office and kitchen supplies (e.g., Stop & Shop runs)
Coordinate and direct all communication coming in through the main company email
Coordinate and manage all Hy-Line tickets for staff
Office Supply Management
Monitor and maintain inventory of office supplies, cleaning products, and break room essentials
Research vendors, compare pricing, and place orders to ensure cost-effective purchasing
Organize storage areas and maintain a reorder system to prevent shortages
Fleet Management
Track vehicle registrations, inspections, insurance, and maintenance schedules for company fleet
Coordinate routine service appointments and repairs with vendors
Maintain records of fuel usage, mileage logs, and vehicle assignments
Ensure fleet compliance with DOT and local regulations
Coordinate vehicle transport on and off the island
Manage dedicated vehicle tooling including racks, shelves, and equipment mounts — track inventory, coordinate installation, and arrange transfers between vehicles
Equipment Database Management
Enter and maintain a comprehensive database of all equipment including location, model, serial number, and filter sizes for every service call and installation
Ensure records are updated promptly after each job is completed
Verify data accuracy through regular audits and cross-referencing with technician reports
Filter & Parts Forecasting
Review upcoming service schedules in advance to identify required filters and parts
Place orders ahead of time to ensure all necessary filters are in stock before scheduled appointments
Coordinate with technicians and the service coordinator to confirm equipment specifications
Equipment Registration
Register all new installations with manufacturers to activate warranties
Maintain records of registration confirmations, warranty start dates, and coverage terms
Track registration deadlines to ensure timely submission
Thermostat Registration
Register all thermostats with manufacturers as needed
Maintain records of registration details and associated customer accounts
Warranty Claims
File and track warranty claims with manufacturers on behalf of the company
Maintain detailed records of equipment serial numbers, installation dates, and claim statuses
Follow up on open claims to ensure timely resolution and reimbursement
Coordinate with technicians to gather required documentation for claim submissions
Rebate Processing
Upload and process rebates through Eli Technologies
Track rebate submissions, approvals, and payment statuses
Ensure all required documentation is submitted accurately and on time
Marketing & Social Media
Maintain and manage all company social media platforms
Create and post content on social media platforms (e.g., Instagram)
Write and publish blog posts on the company website
Maintain a consistent posting schedule and brand voice
Tool Service & Repair
Coordinate service and repair of company tools (Makita, Testo, Milwaukee, etc.)
Track warranty status and submit tools for warranty repair when eligible
Manage loaner/replacement tools while equipment is being serviced
Technician Training
Set up technicians with online classes and training programs
Track completion status, certifications earned, and renewal deadlines
Research and recommend relevant training opportunities
HR & Team Support
Assist with onboarding new hires, including paperwork and orientation scheduling
Track certifications, license renewals, and training requirements
Support recruiting efforts by posting job ads and coordinating interviews
Compliance & Documentation
Maintain and organize documentation for permits, licenses, and regulatory compliance; flag upcoming renewals and expirations
Maintain records of equipment warranties, service agreements, and safety certifications
Assist with insurance claims
Required Qualifications
2+ years of office administration or coordinator experience (trades/HVAC industry preferred)
Proficiency with scheduling/dispatch software (e.g., ServiceTitan, Housecall Pro, or similar)
Strong skills in Microsoft Office Suite and/or Google Workspace
Excellent verbal and written communication skills
Ability to multitask and prioritize in a fast-paced environment
Valid driver’s license required
High school diploma or equivalent required
Preferred Qualifications
Experience working in HVAC, plumbing, electrical, or other trades-based businesses
Knowledge of HVAC terminology, equipment, and basic industry practices
Associate’s or bachelor’s degree in business administration or related field
Social media management experience
Bilingual skills (a plus depending on service area)
Compensation & Benefits
Competitive salary/hourly rate based on experience
Health, dental, and vision insurance (if applicable)
Paid time off and holidays
Retirement plan options
Professional development and training opportunities
Supportive, team-oriented work environment
Work Environment & Physical Requirements
Office-based position within an HVAC company facility
Standard business hours with occasional after-hours availability during peak seasons
Primarily sedentary work with occasional lifting (up to 50 lbs)
Regular local errands including parts pickup, Hy-Line deliveries, mail runs, and supply shopping
Moderate noise level typical of a service company office
North Winds Mechanical is an Equal Opportunity Employer.
North Winds Mechanical | 43 Nobadeer Farm Rd, Nantucket, MA 02554 | (508) 825-6297 | http://www.northwindsmechanical.com