Contract Administrator

Job Title: Commercial Heating Operations Coordinator

Job Summary

We are seeking a highly organized and detail-oriented Commercial Heating Operations Coordinator to manage the administrative and operational aspects of our commercial heating projects. This role is responsible for scheduling jobs, pricing and invoicing work, ordering parts, and maintaining clear communication with clients regarding job progress. The ideal candidate will help ensure projects run smoothly, on schedule, and within budget.

Key Responsibilities

• Schedule commercial heating service, maintenance, and installation jobs

• Coordinate with technicians, suppliers, and management to ensure efficient job execution

• Prepare accurate job pricing, estimates, and proposals

• Generate and process invoices for completed and ongoing commercial heating projects

• Order parts, equipment, and materials; track deliveries and inventory as needed

• Communicate regularly with clients to provide updates on job status, timelines, and any changes

• Maintain organized records for jobs, invoices, purchase orders, and client communications

• Resolve scheduling conflicts or delays and communicate solutions proactively

• Support technicians and management with administrative and operational needs

Qualifications & Skills

• Previous experience in HVAC, commercial heating, construction, or a related industry preferred

• Strong organizational and time-management skills

• Experience with scheduling, invoicing, and job costing

• Comfortable pricing jobs and working with estimates and margins

• Proficient with office software and job management or accounting systems

• Excellent written and verbal communication skills

• Ability to manage multiple projects and deadlines simultaneously

• Detail-oriented with strong problem-solving abilities

Work Environment

• Office-based with regular communication with field technicians and commercial clients

• Fast-paced environment requiring adaptability and strong multitasking skills

Why Join Us

• Be a key part of a growing commercial heating operation

• Work in a collaborative, supportive team environment

• Opportunity to make a direct impact on customer satisfaction and project success