Hvac Account Administrator-New Construction/Commercial RP

Fort Myers, Florida


Hvac Job Number:
J0014513b
 
Primary Location:
Fort Myers, Florida
 
Positions:
Administrative Support; Dispatcher
 
Sector:
Residential/Light Commercial
 
Required Overnight Travel:
0%
 
Shift:
First Shift
 
Job Description:
Conditioned Air Company, LLC. ("CAC") has been in business for over 52 years and serves the SW Florida regions of Sarasota, Fort Myers and Naples. CAC was recently recognized as the 2013 "Best Contractor to Work For" in the Southeast United States by The NEWS and Gulfshore Magazine's 2013 "Best in Business". CAC also is a past recipient of the Economic Development Council of Collier County's "Excellence in Industry" and recognized as "Residential Contractor of the Year" by Air Conditioning Contractors of America (ACCA). Due to our tremendous success, we are expanding our staff (+300 employees) and HVACR services in our Naples, Fort Myers & Sarasota offices. We are seeking only high achievers who desire to be the best in their field and who want to provide outstanding customer service. We can offer you a career path with continued education and opportunities for career advancement. * IF YOU MEET THESE MINIMAL REQUIREMENTS, PLEASE COMPLETE AN ONLINE APPLICATION AT: https://www.conditionedair.com/about/careers/ Job Summary: Provides administrative support for New Construction & Commercial Replacements Departments. Responsible for coordinating the following tasks; turn over meetings, change order documents, shop drawing acquisition and review, communication with subcontractors, contract revisions and all required documentation, administrative systems, procedures, and policies. Provides administrative and secretarial support for the department; typing, filing, scheduling, permitting, notice of commencements, scheduling inspections and closing jobs. Hours: Mon. thru Fri. 8:00 am - 5:00 pm; 1 hour lunch. Extended hours and Saturday schedules may be required. Nothing in this job description restricts management's rights to assign or reassign duties and responsibilities to this job at any time. The following tasks/responsibilities are typical of the position but are not all encompassing. Each person is expected to help out in whatever duties are required to deliver a quality product on schedule. Tasks & Responsibilities: • Maintains and updates written work processes and procedures for department. • Perform routine duties such as setting up new files, maintaining department files, downloading files, reproducing documents, drawings, etc., for inclusion in bid proposals. • Search for invitations to bid through newspapers, bid search engines, general contractor online bid lists, etc. Relay that information in a timely manner to our Estimating Dept. • Compile bid package estimate documents, maintain vendor back up for budgets. • Assist in the preparation of Bid Packages, to include but not limited to Bid Bond Request, Certificate of Insurance, complete bid forms. • General clerical assistance to the New Construction & Commercial Replacements Departments: Copy/scan blueprints and drawings, One-stops, Recommendation report, Completion Letters, Change orders, Planned Maintenance Notices. • Review of all contract documents and prepare packets for signatures. • Prepare prequalification packages, bid packages and awarded sales packages, including bid bonds when required and permitting. • Verification of plan and spec documents from vendors and manufactures for accuracy. • Create bid files on server or software program as needed following Estimating Processes and Procedures. • Composing letters and routine correspondence, memos, and completion letters for jobs. • Job Starts - set up jobs in SAWIN, apply for permit and set up folder and prepare job packets for the field crews. • Job Closings: Register warranties, file manufacturer & FPL rebates, complete all owner's manuals and scan job folders • Permitting: applications and maintaining records. • Inspections: Scheduling with customer & permit site, and documenting results. • Inputting & Tracking change orders. • Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions. • Order materials from the warehouse or purchasing when requested by the supervisors and/or field technicians. • Maintain departmental procedures manual. • Other duties as assigned. RELATIONSHIP TO OTHERS The Account Administrator reports directly to the General Manager, Sarasota Division and may work closely with other supervisors, and with internal support staff. Optimally, over time the Account Administrator will have increased opportunity and assume increased responsibility for meeting department's needs and expectations. It is therefore necessary that the Account Administrator maintain a satisfactory client relationship, relating to vendors, clients and fellow team members in a mature, thoughtful, professional and pleasant manner. Minimally, Account Administrator must display a demeanor that exhibits our Mission Statement and Core Values, as well as show empathy, patience, understanding and a genuine interest in others. The Account Administrator performs a role in promoting interdepartmental communications and cooperation. Required Skills/qualifications: • Must be a team player, detailed oriented, confident, highly motivated, proactive, extremely organized professional who can multi-task, prioritize, and work well under pressure in a fast-paced environment. • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines with minimal supervision. • Excellent verbal and written communication skills required. • Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management and Verbal Communication. • Knowledge of computers and relevant software applications, at a level generally acquired through 5+ years related experience. Proficient in MS Word, Excel, MS Outlook and the Internet Explorer. Must be very familiar with Excel Spreadsheets. • A professional appearance and telephone manner is essential. • Dependability--the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance. Working Conditions: Inside office environment. Physical Demands: Regularly required to stand or sit, and move about the facility. Education and Formal Training: • High School diploma or GED minimum. • College Degree in business preferred, but not required Experience: • 2-5 years' experience as a construction coordinator with administrative duties. • Must have 2-5 years' construction contract and accounting/bookkeeping experience. • HVAC experience a plus! Materials and Equipment Used: Office Equipment; phone, copier, computer, and fax. * IF YOU MEET THESE MINIMAL REQUIREMENTS, PLEASE COMPLETE AN ONLINE APPLICATION AT: http://conditionedair.com/contact-us/employment-opportunities/
Hvac Job Number: J0014513b
 
Primary Location:  Fort Myers, Florida
 
Positions: Administrative Support; Dispatcher
 
Sector: Residential/Light Commercial
 
Required Overnight Travel: 0%
 
Shift: First Shift
 
Job Description: Conditioned Air Company, LLC. ("CAC") has been in business for over 52 years and serves the SW Florida regions of Sarasota, Fort Myers and Naples. CAC was recently recognized as the 2013 "Best Contractor to Work For" in the Southeast United States by The NEWS and Gulfshore Magazine's 2013 "Best in Business". CAC also is a past recipient of the Economic Development Council of Collier County's "Excellence in Industry" and recognized as "Residential Contractor of the Year" by Air Conditioning Contractors of America (ACCA). Due to our tremendous success, we are expanding our staff (+300 employees) and HVACR services in our Naples, Fort Myers & Sarasota offices. We are seeking only high achievers who desire to be the best in their field and who want to provide outstanding customer service. We can offer you a career path with continued education and opportunities for career advancement. * IF YOU MEET THESE MINIMAL REQUIREMENTS, PLEASE COMPLETE AN ONLINE APPLICATION AT: https://www.conditionedair.com/about/careers/ Job Summary: Provides administrative support for New Construction & Commercial Replacements Departments. Responsible for coordinating the following tasks; turn over meetings, change order documents, shop drawing acquisition and review, communication with subcontractors, contract revisions and all required documentation, administrative systems, procedures, and policies. Provides administrative and secretarial support for the department; typing, filing, scheduling, permitting, notice of commencements, scheduling inspections and closing jobs. Hours: Mon. thru Fri. 8:00 am - 5:00 pm; 1 hour lunch. Extended hours and Saturday schedules may be required. Nothing in this job description restricts management's rights to assign or reassign duties and responsibilities to this job at any time. The following tasks/responsibilities are typical of the position but are not all encompassing. Each person is expected to help out in whatever duties are required to deliver a quality product on schedule. Tasks & Responsibilities: • Maintains and updates written work processes and procedures for department. • Perform routine duties such as setting up new files, maintaining department files, downloading files, reproducing documents, drawings, etc., for inclusion in bid proposals. • Search for invitations to bid through newspapers, bid search engines, general contractor online bid lists, etc. Relay that information in a timely manner to our Estimating Dept. • Compile bid package estimate documents, maintain vendor back up for budgets. • Assist in the preparation of Bid Packages, to include but not limited to Bid Bond Request, Certificate of Insurance, complete bid forms. • General clerical assistance to the New Construction & Commercial Replacements Departments: Copy/scan blueprints and drawings, One-stops, Recommendation report, Completion Letters, Change orders, Planned Maintenance Notices. • Review of all contract documents and prepare packets for signatures. • Prepare prequalification packages, bid packages and awarded sales packages, including bid bonds when required and permitting. • Verification of plan and spec documents from vendors and manufactures for accuracy. • Create bid files on server or software program as needed following Estimating Processes and Procedures. • Composing letters and routine correspondence, memos, and completion letters for jobs. • Job Starts - set up jobs in SAWIN, apply for permit and set up folder and prepare job packets for the field crews. • Job Closings: Register warranties, file manufacturer & FPL rebates, complete all owner's manuals and scan job folders • Permitting: applications and maintaining records. • Inspections: Scheduling with customer & permit site, and documenting results. • Inputting & Tracking change orders. • Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions. • Order materials from the warehouse or purchasing when requested by the supervisors and/or field technicians. • Maintain departmental procedures manual. • Other duties as assigned. RELATIONSHIP TO OTHERS The Account Administrator reports directly to the General Manager, Sarasota Division and may work closely with other supervisors, and with internal support staff. Optimally, over time the Account Administrator will have increased opportunity and assume increased responsibility for meeting department's needs and expectations. It is therefore necessary that the Account Administrator maintain a satisfactory client relationship, relating to vendors, clients and fellow team members in a mature, thoughtful, professional and pleasant manner. Minimally, Account Administrator must display a demeanor that exhibits our Mission Statement and Core Values, as well as show empathy, patience, understanding and a genuine interest in others. The Account Administrator performs a role in promoting interdepartmental communications and cooperation. Required Skills/qualifications: • Must be a team player, detailed oriented, confident, highly motivated, proactive, extremely organized professional who can multi-task, prioritize, and work well under pressure in a fast-paced environment. • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines with minimal supervision. • Excellent verbal and written communication skills required. • Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management and Verbal Communication. • Knowledge of computers and relevant software applications, at a level generally acquired through 5+ years related experience. Proficient in MS Word, Excel, MS Outlook and the Internet Explorer. Must be very familiar with Excel Spreadsheets. • A professional appearance and telephone manner is essential. • Dependability--the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance. Working Conditions: Inside office environment. Physical Demands: Regularly required to stand or sit, and move about the facility. Education and Formal Training: • High School diploma or GED minimum. • College Degree in business preferred, but not required Experience: • 2-5 years' experience as a construction coordinator with administrative duties. • Must have 2-5 years' construction contract and accounting/bookkeeping experience. • HVAC experience a plus! Materials and Equipment Used: Office Equipment; phone, copier, computer, and fax. * IF YOU MEET THESE MINIMAL REQUIREMENTS, PLEASE COMPLETE AN ONLINE APPLICATION AT: http://conditionedair.com/contact-us/employment-opportunities/
 

Preferred Skills and Education


Minimum Experience Required:
Experienced (2-4 years)
Minimum Education Required:
High School Diploma
Certifications:
 
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