Job Description

Benefits:

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Office Administrator / Office Coordinator

Airco – Troy, Illinois

Benefits/Perks

Competitive salary ($50,000–$70,000 based on experience)

Performance-based bonus potential

Health insurance

Paid holidays & PTO

Retirement plan options

Company-branded apparel

Training and development opportunities

Career growth potential within a growing mechanical services business

Supportive, team-oriented culture

Stable, full-time in-office position

Schedule / Expected Work Hours

Full-time, Monday–Friday, 8-hour shifts.

Typical hours align with standard business operations, with occasional flexibility needed to support billing cycles, dispatch needs, or urgent office priorities.

Job Summary

Airco, a leading residential & commercial HVAC/Mechanicals contractor in Troy, Illinois, is seeking an organized and dependable Office Administrator / Office Coordinator to support daily office operations, billing workflows, job setup, documentation, and internal coordination across the business. This role is ideal for a professional who thrives in a fast-paced environment, enjoys keeping teams organized, and can effectively manage multiple moving pieces with accuracy and professionalism.

You will play a central role in helping the office and field teams stay aligned by supporting quoting, invoicing, file management, job setup, purchasing, reporting, and service-related administrative workflows. This is a highly visible role that helps keep operations running smoothly and efficiently.

Responsibilities

Prepare professional quotes based on pricing and scope details provided by Project Managers.

Send quotes to customers and ensure internal stakeholders are copied appropriately.

Create and maintain organized quote folders and job files for each opportunity and active project.

Set up approved jobs in company systems such as Sage, ClockShark, or similar platforms.

Review work orders and job setup information for accuracy against approved quotes and scope.

Build and maintain job files with labor estimates, material costs, permits, certificates, and supporting documentation.

Create purchase orders for vendors, materials, and job-related needs.

Generate billing support reports and pull job data needed for invoice preparation and review.

Prepare and send final invoices in a timely and accurate manner.

Coordinate deliveries, administrative scheduling support, and general office workflow needs.

Assist with dispatch-related administrative tasks and technician support coordination as needed.

Maintain accurate internal records and help ensure information is current across systems.

Support reporting and communication flow between office staff, project teams, service staff, and leadership.

Help improve organization, responsiveness, and consistency across administrative processes.

Qualifications

High school diploma or GED required; additional coursework in business, office administration, or accounting preferred.

Minimum of 3–5+ years of administrative or office coordination experience, preferably in HVAC, mechanical contracting, construction, or field service.

Experience supporting invoicing, job setup, scheduling, purchasing, or billing workflows preferred.

Strong proficiency in Microsoft Office, including Outlook, Excel, and Word.

Experience with Sage, ClockShark, ServiceTitan, or similar operational/accounting systems strongly preferred.

Excellent organizational skills with strong attention to detail and follow-through.

Strong written and verbal communication skills.

Ability to manage multiple priorities, deadlines, and changing needs in a fast-paced office environment.

Comfortable working independently while also supporting a collaborative team.

Reliable attendance and ability to work full-time in-office.

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